university of central florida purchasing … can be contacted at ... appendix vii ucf medical...
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SUBMIT OFFER TO:
PURCHASING DEPARTMENT
UNIVERSITY OF CENTRAL FLORIDA
12479 RESEARCH PARKWAY, BLDG. 600
ORLANDO, FL 32826
Phone:(407) 823-2661 – Fax (407) 823-5551
www.purchasing.ucf.edu
University of Central Florida
INVITATION TO NEGOTIATE
Contractual Services Acknowledgement Form
Page 1 of 56 Pages OFFERS WILL BE OPENED June 26, 2015 @ 2:00 PM
and may not be withdrawn within 120 days after such date and time.
ITN NO: 1439CSA
UNIVERSITY MAILING DATE:
6/9/2015
ITN TITLE:
On-Site Environmental Health and Safety Support Services
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER
VENDOR NAME REASON FOR NO OFFER
VENDOR MAILING ADDRESS
CITY - STATE - ZIP CODE P O S T I N G O F P R O P O S A L T A B U L A T I O N S
AREA CODE TELEPHONE NO.
TOLL FREE NO.
FAX NO.
Proposal tabulations with intended award(s) will be posted
for review by interested parties at the Purchasing
Department and our solicitation web page and will remain
posted for a period of 72 hours. Failure to timely file a
protest or failure to timely deliver the required bond or other
security in accordance with the Board of Governors’
Regulations 18.002 and 18.003 shall constitute a waiver of
protest proceedings.
Government Classifications Check all applicable
□ African American □ American Women
□ Asian-Hawaiian □ Government Agency
□ Hispanic □ MBE Federal
□ Native American □ Non-Minority
□ Non-Profit Organization □ Pride
□ Small Business Federal □ Small Business State
I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm or person submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the vendor and that the vendor is in compliance with all requirements of the
Invitation To Negotiate, including but not limited to, certification requirements. In submitting an offer to an agency for the State of Florida, the vendor offers and agrees that if the offer is accepted, the vendor will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the state of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the vendor.
GENERAL CONDITIONS 1. SEALED OFFERS: All offer sheets and this form must be executed and submitted in a sealed envelope. (DO NOT INCLUDE MORE THAN ONE OFFER PER ENVELOPE.) The face of the envelope should contain, in addition to the above address, the date, and time of the solicitation opening and the solicitation number. Offer prices not submitted on any attached price sheets when required shall be rejected. All offers are subject to the terms and conditions specified herein. Those which do not comply with these terms and conditions are either automatically rejected with respect to non-compliance with non-negotiable terms and conditions or may be rejected, at UCF’s sole discretion, with respect to any other terms and conditions. 2. EXECUTION OF OFFERS: Offers must contain a manual signature of the representative authorized to legally bind the Respondent to the provisions herein. Offers must be typed or printed in ink. Use of erasable ink is not permitted. All corrections to prices made by vendor are to be initialed.
3. NO OFFER SUBMITTED: If not submitting an offer, respond by
returning only this offer acknowledgment form, marking it "NO OFFER," and
explain the reason in the space provided above. Failure to respond without
justification may be cause for removal of the company’s name from the
solicitation mailing list. NOTE: To qualify as a respondent, vendor must
submit a "NO OFFER," and it must be received no later than the stated offer
opening date and hour.
AUTHORIZED SIGNATURE (MANUAL)
AUTHORIZED SIGNATURE (TYPED), TITLE
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4. PRICES, TERMS AND PAYMENT: Firm prices shall be negotiated and
include all services rendered to the purchaser.
(a) DISCOUNTS: Cash discount for prompt payment shall not be considered
in determining the lowest net cost for offer evaluation purposes.
(b) MISTAKES: Offerers are expected to examine the conditions, scope of
work, offer prices, extensions, and all instructions pertaining to the services
involved. Failure to do so will be at the offerer’s risk.
(c) INVOICING AND PAYMENT: All vendors must have on file a properly executed W-9 form with their Federal Employer Identification Number prior to payment processing.
Vendors shall submit properly certified original invoices to:
Finance & Accounting 12424 Research Parkway, Suite 300 Orlando, Florida 32726-3249
Invoices for payment shall be submitted in sufficient detail for a proper pre-audit and post audit. Prices on the invoices shall be in accordance with the price stipulated in the contract at the time the order is placed. Invoices shall reference the applicable contract and/or purchase order numbers. Invoices for any travel expenses shall be submitted in accordance with the State of Florida travel rates at or below those specified in Section 112.061, Florida Statutes and applicable UCF policies. Travel Reimbursement must be made using the UCF Voucher for Reimbursement of Traveling Expenses available on the web at http://www.fa.ucf.edu/forms/forms.cfm#.
Final payment shall not be made until after the contract is complete unless the University has agreed otherwise.
Interest Penalties: Vendor interest penalty payment requests will be reviewed by the UCF ombudsman whose decision will be final.
Vendor Ombudsman: A vendor ombudsman position has been established within the Division of Finance & Accounting. It is the duty of this individual to act as an advocate for vendors who may be experiencing problems in obtaining timely payments(s) from the University of Central Florida. The Vendor Ombudsman can be contacted at (407) 882-1040; or by mail at the address in paragraph 4, (c) above.
The ombudsman shall review the circumstances surrounding non-payment to:
determine if an interest payment amount is due;
calculate the amount of the payment; and
ensure timely processing and submission of the payment request in accordance with University policy.
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ITN IDENTIFICATION LABEL
NOTICE TO ALL RESPONDENTS: For your convenience, a label has been provided to properly identify your
submittal. Place completed submittal in a sealed envelope, type or print company name and address on the label and
affix the label to the front of the envelope or mailing package.
PLEASE FILL OUT THE LABEL BELOW AND ATTACH IT TO THE OUTSIDE OF YOUR ITN REPLY ENVELOPE.
DO NOT OPEN - SEALED SUBMITTAL - DO NOT OPEN
From:
Address:
ITN # 1439CSA
ITN TITLE: ON-SITE ENVIRONMENTAL HEALTH & SAFETY SUPPORT SERVICES
BID TO BE OPENED ON: 6/26/2015 AT 2:00 PM
DELIVER TO :
UNIVERS ITY OF CENTRAL FLOR IDA
PURCHAS ING DEP AR TMENT
Chris Tangel 1 2 4 7 9 RESEARCH PAR KWAY , STE 600
OR LANDO , FL 32826
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UNIVERSITY OF CENTRAL FLORIDA
INVITATION TO NEGOTIATE (ITN) NUMBER 1439CSA
FOR
On-Site Environmental Health & Safety Support Services
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TABLE OF CONTENTS
1.0 INTRODUCTION
1.1 Statement of Objective…………………………………………… 4
1.2 Contract Award…………………………………………………... 4
1.3 UCF Environment………………………………………………... 5
2.0 GENERAL CONDITIONS
2.1 Authorized UCF Representative/Public Notices/UCF Discretion . 5
2.2 Approximate Calendar of Events………………………………… 6
2.3 Respondent Communications and/or Inquiries…………………... 6
2.4 Respondent’s Conference and Site Visit…………………………. 7
2.5 Written Addenda…………………………………………………. 7
2.6 Offer Due/Opening Date…………………………………………. 7
2.7 Section Not Used…………………………………………………. 8
2.8 Evaluation Criteria and Selection Process………………………... 8
2.9 Posting of Recommended Selection……………………………… 9
2.10 Offer Validity Period…………………………………………….. 10
2.11 Disposition of Offer/Florida Public Records Law Compliance…. 10
2.12 Economy of Presentation………………………………………... 10
2.13 Restricted Discussions/Submissions…………………………….. 11
2.14 Verbal Instructions Procedure…………………………………… 11
2.15 State Licensing Requirements…………………………………… 11
2.16 Parking…………………………………………………………… 11
2.17 Definitions………………………………………………………...11
2.18 Procurement Rules………………………………………………. 13
2.19 Force Majeure…………………………………………………… 14
2.20 Limitation of Remedies, Indemnification, and Insurance……….. 14
2.21 Term of Contract…………………………………………………15
2.22 Cancellation/Termination of Contract………................................15
2.23 Assignment and Amendment of Contract……………………….. 16
2.24 Independent Parties………………………………………………. 16
2.25 Performance Investigations………………………………………. 16
2.26 Records…………………………………………………………… 16
2.27 Public Records……………………………………………………..16
2.28 Public Records, Service Contracts, Compliance 119.0701, FS …..16
2.29 Severability……………………………………………………….. 17
2.30 Notices……………………………………………………………. 17
2.31 Governing Law and Venue……………………………………….. 17
2.32 Liaison……………………………………………………………. 17
2.33 Subcontracts……………………………………………………… 17
2.34 Employment of UCF Personnel………………………………….. 18
2.35 Conflict of Interest……………………………………………….. 18
2.36 Equal Opportunity Statement…………………………………….. 18
2.37 Waiver of Rights and Breaches…………………………………… 19
2.38 Headings Not Controlling………………………………………… 19
2.39 Employee Involvement/Covenant Against Contingent Fees……... 19
2.40 Employment of Aliens……………………………………………. 19
2.41 Site Rules and Regulations……………………………………….. 19
2.42 Travel Expenses…………………………………………………... 19
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2.43 Annual Appropriations……………………………………………20
2.44 Taxes………………………………………………………………20
2.45 Contractual Precedence……………………………………………20
2.46 Use of Contract by Other Government Agencies………………….20
2.47 Public Entity Crimes……………………………………………….20
2.48 Work for Hire……………………………………………………...20
2.49 Export Control……………………………………………………..21
2.50 Nonnegotiable Conditions and Requirements……………………..22
2.51
2.52
Additional Quantities……………………………………………...22
Family Educational Rights and Privacy Act ……………………...22
3.0 REQUIRED OFFER FORMAT
3.1 Introduction………………………………………………………23
3.2 Offer Sections………………………………………………….…23
4.0 OTHER REQUIREMENTS…………………………………..…….25
APPENDIX I EVALUATION SCORING SHEET
APPENDIX II TERMS AND CONDITIONS
APPENDIX III CERTIFICATE OF NON-SEGREGATED FACILITIES
APPENDIX IV COMPLIANCE AND CERTIFICATION OF GOOD STANDINGS
APPENDIX V SECURE HANDLING OF UCF DATA
APPENDIX VI SAMPLE MANIFEST
APPENDIX VII UCF MEDICAL CLEARANCE FORM
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1.0 INTRODUCTION
1.1 Statement of Objective
The objective of this Invitation to Negotiate (ITN) is to enable the University of Central Florida (UCF) to
enter into an agreement with a vendor to provide on-site environmental health and safety support services
related to Hazardous Materials Management. Services to be provided include chemical waste collection,
packaging and disposal; biological and radioactive waste collection and packaging; routine radiological
materials surveys, chemical storage area inspections, chemical inventory verification; laboratory/
equipment decontamination services; hazardous material shipping services; and incidental spill response
for the campuses of the University of Central Florida in accordance with all applicable U.S. Environmental
Protection Agency (EPA), Florida Department of Environmental Protection (FDEP) and Department of
Transportation (DOT) rules and regulations. The awarded vendor will need to provide all labor and
materials for packaging items for transport and disposal. Wastes offered for off-site disposal will not
contain radioactive materials.
Agreement(s) resulting from the ITN shall be for all University owned, managed or leased facilities
including, but not limited to, the Main Campus, Research Park, Health Sciences Campus, Center for
Emerging Media, and Florida Solar Energy Center (FSEC). With the consent of the awarded vendor,
other state universities, community colleges, district school boards and other governmental agencies
within the State of Florida may assess an Agreement resulting from this solicitation.
The purpose of this solicitation is to establish a contract for the purchase of the services from the date of
this award through June 30, 2018. The University of Central Florida reserves the right to renew this
agreement for two (2) additional one (1) year periods. Any and all renewals are subject to satisfactory
performance evaluations by the agency and must be executed in advance by written instrument agreed to
by both parties. All terms and conditions of the original agreement will remain in force for the renewal
period.
The Successful Respondent, if any, will enter into a contract with UCF that provides for the performance
of all terms and conditions set forth in this ITN, unless UCF has agreed to accept or negotiate certain terms
and conditions, as described in Section 2.3. Non-negotiable terms and conditions (as indicated on
Appendix II) must always be performed by the Respondent.
1.2 Contract Award
UCF intends to award a contract or contracts resulting from this solicitation to the responsible
Respondent(s) whose offer(s) represent the best interest to UCF, after evaluation in accordance with the
criteria in this solicitation. The Contract will include this solicitation document and the Successful
Respondent’s proposal, and all the terms and conditions found in any resulting contract. A sample of
UCF’s standard terms and conditions can be viewed at http://www.purchasing.ucf.edu. The Contract will
also incorporate any clarifications, and if negotiations are conducted, any additional terms and conditions
that are negotiated.
A. UCF may reject any or all offers if such action is in UCF’s best interest.
B. UCF reserves the right and sole discretion to reject any offer at any time on grounds that include, but
are not limited to, Respondent’s offer being found to be nonresponsive, incomplete, or irregular in any
way, or when Respondent’s offer is not in UCF’s best interest.
C. UCF may waive informalities and minor irregularities in offers received.
D. UCF reserves the right to award a contract without negotiations. Therefore, the Respondent’s initial
offer should contain the best terms from a cost or price and technical standpoint.
E. UCF reserves the right to conduct negotiations with the highest ranked offerer(s).
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F. UCF reserves the right to make an award on any item for a quantity less than the quantity offered, at
the unit cost or prices offered, unless the respondent specifies otherwise in the offer.
G. UCF reserves the right to make multiple awards if, after considering the additional administrative costs,
it is in UCF’s best interest to do so.
H. UCF is not obligated to make an award under or as a result of this solicitation.
1.3 UCF Environment
The University of Central Florida, founded in 1963, is the second-largest university in the nation. Located
in Orlando, Florida, UCF and its 12 colleges provide opportunities to 61,000 students, offering 210 degree
programs from UCF’s main campus, hospitality campus, health sciences campus and its 10 regional
locations. UCF has more than 750 laboratories and 85 shops that generate hazardous waste.
The following ITN is separated into tasks. The UCF Laboratory Safety Manual and Chemical Inventory
Policy must be followed during the completion of work. All work is to be completed by qualified field
chemists and field chemist technicians. A minimum of one (1) qualified field chemist must be present at
all times during the scope of work.
Additional information available at http://www.ucf.edu/about_ucf
2.0 GENERAL CONDITIONS
2.1 Authorized UCF Representative/Public Notices/UCF Discretion
Respondent’s response to this ITN and any communications and/or inquiries by Respondent during this
ITN process shall be submitted in writing to the individual and address stated below. Inquiries are
preferred via email. UCF will consider only those communications and/or inquiries submitted in writing
to the individual below on or before the date and time specified in Section 2.2, “Calendar of Events.” To
the extent UCF determines, in its sole discretion, to respond to any communications and/or inquiries, such
response will be made in writing in the form of an addendum. UCF shall not accept or consider any
written or other communications and/or inquiries (except an offer) made between the date of this deadline
and the posting of an award, if any, under this ITN.
Chris Tangel
Purchasing Department
12479 Research Parkway
Orlando, FL 32826-3248
PH: 407-823-2661
Fax: 407-823-5551
Advance notice of public meetings regarding this ITN, if UCF determines at its sole discretion whether
any such meetings will be held, will be in writing and posted in UCF’s Purchasing Department, 12479
Research Parkway and the Purchasing Website. Additionally, any portion of a meeting at which a
negotiation with a vendor is conducted pursuant to a competitive solicitation at which a vendor makes an
oral presentation or at which a vendor answers questions is exempt from s. 286.011 and s. 24(b), Art. I of
the State Constitution. This also includes any portion of a team meeting at which negotiation strategies
are discussed. All such meetings shall be conducted in accordance with Chapter 286 of the Florida
Statutes. UCF also reserves the right and sole discretion to REJECT any offer at any time on grounds that
include, without limitation, either that an offer is nonresponsive to the ITN or is incomplete or irregular
in any way, or that a responsive offer is not in UCF’s best interest.
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2.2 Approximate Calendar of Events
Listed below are the dates and times by which stated actions should be taken or completed. If UCF
determines, in its sole discretion, that it is necessary to change any of these dates and times, it may issue
an Addendum to this ITN. All listed times are local time in Orlando, Florida.
Date/Time Action
June 9, 2015 Invitation To Negotiate advertised
June 9, 2015 Invitation To Negotiate released
June 15, 2015 Last Day to submit communications and/or inquiries in writing only; preferably by
email to [email protected] by 12 NOON.
June 17, 2015 Responses to inquiries and Addenda, if any, mailed to Respondents
June 26, 2015 Deadline for Offer submission at 2:00 p.m. (ITN opening)
2.3 Respondent Communications and/or Inquiries
A. UCF is not liable for interpretations/misinterpretations or other errors or omissions made by the
Respondent in responding to this ITN. The Respondent shall examine this ITN to determine if UCF’s
conditions and requirements are clearly stated. If, after examination of the various conditions and
requirements of this ITN, the Respondent believes there are any conditions or requirements which
remain unclear or which restrict competition, the Respondent may request, in writing, that UCF clarify
or change condition(s) or requirement(s) specified by the Respondent. The Respondent is to provide
the Section(s), Subsection(s), and Paragraph(s), that identify the conditions or requirements questioned
by the Respondent. The Respondent also is to provide detailed justification for a change, and must
recommend specific written changes to the specified condition(s) or requirement(s). Requests for
changes to this ITN must be received by UCF not later than the date shown in Section 2.2., entitled
“Calendar of Events,” for the submittal of written communications and/or inquiries. UCF shall not
make any changes to any of the non-negotiable terms and conditions. The non-negotiable terms and
conditions are indicated on Appendix II. Requests for changes to the non-negotiable provisions of
this ITN shall automatically be rejected. Requests for changes to anything other than the non-
negotiable provisions of this ITN may or may not be accepted by UCF and may or may not be
negotiated by UCF, all at UCF’s sole discretion.
B. Any Respondent disagreeing with any terms and conditions set forth in this ITN is to indicate on
Appendix II, Terms and Conditions Supplemental Offer Sheet, the specific ITN section(s) the
Respondent disagrees with and is to provide a clear and detailed reason for the disagreement and a
solution to the disagreement, in his/her offer, all PRIOR TO the deadline stated in Section 2.2
“Calendar of Events.” UCF may or may not accept or agree to negotiate any of the terms and
conditions that Respondents indicated as disagreeing with, all at UCF’s sole discretion. The indication
of disagreement with any non-negotiable terms and conditions shall be automatically rejected.
C. Failure to submit Appendix II and clearly indicating which terms and conditions the Respondent
agrees and disagrees with (i.e. failure to initial the designated sections set forth on Appendix II,
indicating that the Respondent has either understood and agreed to or disagreed with each particular
section listed on Appendix II) and/or clear and detailed reasons for the disagreement, with the offer,
all prior to the deadline stated in Section 2.2. “Calendar of Events,” may be grounds for rejection of
that offer, at UCF’s sole discretion. UCF may or may not accept and/or negotiate any such terms and
conditions that the Respondent disagreed with. If UCF decides not to accept any of the terms and
conditions the Respondent disagreed with, UCF shall have the right, at UCF’s sole discretion to
exercise its right to reject the tentative awardee’s offer and proceed to the next highest ranked
respondent. As noted above, the disagreement with any non-negotiable terms and conditions by the
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Respondent shall be automatically rejected.
D. UCF shall at its sole discretion determine what requested changes to this ITN and the resulting
agreement are acceptable. Non-negotiable terms and conditions, as indicated on Appendix II will
always stay as they are and any requested changes to such clauses shall automatically be rejected.
UCF shall issue an Addendum reflecting the acceptable changes to this ITN, if any, which shall be
sent to all known Respondents as specified in Section 2.1.
E. Any communications, questions and/or inquiries from the Respondent concerning this ITN in any way
are to be submitted in writing to the individual identified in Section 2.1 not later than June 15, 2015
by 12 NOON Eastern Time as set forth in the Calendar of Events. Written inquiries are to be legible
and concise and are to clearly identify the Respondent who is submitting the inquiry. Questions
directed to, or any responses received from any other department, person, agent, or representative of
the university will be not be considered valid or binding.
2.4 Respondents’ Conference and Site Visit
None scheduled.
2.5 Written Addenda
Written Addenda to this ITN along with an Addenda Acknowledgment Form will be posted on the
Purchasing Website. The Addenda Acknowledgment Form is to be signed by an authorized representative
of the Respondent, dated and returned with the offer. All Respondents, including known interested
Respondents, are solely responsible for checking the Purchasing Website periodically to verify whether any
such Addenda and forms were issued.
2.6 Offer/Proposal Opening Date
Respondent’s response to this ITN shall be prepared in accordance with Section 3.0, “Required Offer
Format”. Offers are due at the time and date specified in Section 2.2, “Calendar of Events” and must be
received by UCF’s Authorized Representative in UCF’s Purchasing Department, Orlando Tech Center,
12479 Research Parkway, Orlando, FL 32826, no later than 2:00 PM on June 26, 2015 according to the
time clock in UCF’s Purchasing Department. Offers or amendments to offer that arrive after 2:00 PM on
June 26, 2015 will not be accepted/considered for any reason whatsoever. Telephone, including facsimile
and electronic mail, and telegraphic negotiations and/or amendments to offers shall not be accepted at any
time. At 2:00 PM on June 26, 2015, all timely offers will be opened for the sole purpose of recording the
names of the Respondents submitting written offers. Purchasing will not extend the proposal opening to
accommodate vendors that did not discover the ITN early enough to submit a proposal.
If Respondent elects to mail in his/her offer package, the Respondent must allow sufficient time to ensure
UCF’s proper receipt of the offer package by the time specified above. Regardless of the form of delivery,
it is the responsibility of the Respondent to ensure that the offer package arrives at UCF’s Purchasing
Department no later than 2:00 PM on June 26, 2015.
Offers will be accepted up to, and no offers may be withdrawn after, the deadline for offer submission
time and date shown above. Offers are to be delivered in sealed envelopes clearly marked: ITN 1439CSA
On-Site Environmental Health and Safety Support Services. The offer should be submitted as one
(1) original hard copy and 5 electronic versions (5 CDs or thumb drives, no emails). The hard copy must
have original signatures of the Respondent’s authorized representatives on the document titled
“INVITATION TO NEGOTIATE ACKNOWLEDGMENT FORM (Form ITN/CS).” All copies of the
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proposals, whether they are electronic or hard copy must be complete sets in every way, with all
information the proposer desires to be evaluated. UCF will not be responsible for any proposal’s low
score during the evaluation process that results from any of the proposals (hard or electronic copy) having
incomplete information and or omitted documents. UCF will not be responsible for making copies of any
omitted or missing documents to complete any submitted proposal.
2.7 Section Not Used
2.8 Evaluation Criteria and Selection Process
A. UCF reserves the right to conduct negotiations if the decision maker (Vice President/Dean or his/her
written designee(s) with the advice and consent of the Purchasing Director determines negotiations to
be in the best interest of the university. Any portion of a meeting at which a negotiation with a vendor
is conducted pursuant to a competitive solicitation is exempt from s. 286.011 and s. 24(b), Art. I of
the State Constitution. Discussions with vendors after receipt of an offer do not constitute a rejection,
counteroffer or acceptance by UCF.
B. UCF reserves the right to conduct negotiations with the offerer(s) whose proposal(s) may represent
the best interest of the university. The following is a short overview of some of the decision makers’
responsibilities during the solicitation and award process:
1. Establish an evaluation committee tailored for the particular acquisition that includes appropriate
expertise to ensure a comprehensive evaluation of offers. The committee will review all
responsive offers and develop a ranked order of vendors based on the points given each evaluation
criteria contained herein;
2. Develop the acquisition plan (strategy to award with or without negotiations) after review of
offers;
3. Ensure consistency among the solicitation requirements, notices to respondents, offer preparation
instructions, evaluation criteria, solicitation provisions or contract clauses, and data requirements;
4. Ensure that offers are evaluated based solely on the evaluation criteria contained in the solicitation;
5. Consider the recommendations of the evaluation committee in determining which offerer(s) to enter
into negotiations or award outright without negotiations; and
6. Select the negotiation team if award is not made outright. This can be the evaluation team or any
other individual(s) the decision maker deems necessary for the acquisition. The negotiation team
will negotiate with those offerer(s) determined by the decision maker to have submitted a proposal
that may be beneficial to the university.
C. All offers shall be initially evaluated based on weighted criteria set forth in the table below by members
of an evaluation committee. Such committee shall consist of three (3) or more individuals who have
expertise regarding, or some experience with, the subject matter of the ITN or, if none, then individuals
who could be characterized as recipients, beneficiaries, or users of the ITN’s subject matter. The Vice
President/Dean or his/her written designee(s) will appoint the evaluation committee members.
Committee members, at the discretion of the Vice President/Dean or his/her written designee(s), shall
have the option to meet as a group any time during formulation of the specifications and solicitation
stage to discuss and correct any concerns and ambiguities of the solicitation and specifications. This
privilege shall be rescinded upon opening of the offers. After offer opening, each evaluation
committee member shall function independently of all other persons including, without limitations,
the other committee members, and, throughout the entire evaluation process, each evaluation
committee member is strictly prohibited from meeting with or otherwise discussing this ITN and any
aspect thereof including, without limitation, the offers and their content with any other individual
whatsoever. Each evaluation committee member shall conduct an independent evaluation of the offers
in accordance with the weighted evaluation criteria set forth in the following Table A:
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Table A – Evaluation of Responses
Evaluation Factors Max Points
A. EXPERIENCE AND QUALIFICATIONS OF
PROPOSER 15
B. PROJECT STAFF QUALIFICATIONS/EXPERIENCE 15
C. OVERALL RESPONSIVENESS OF PROPOSAL TO
SATISFY SCOPE/ PROJECT APPROACH 30
D. OVERALL PRICING 30
E. CONFORMANCE TO ITN’S PREFERRED
CONDITIONS AND REQUIREMENTS (FAILURE TO
CONFORM TO ITN’S MANDATORY CONDITIONS
AND REQUIREMENTS MAY RESULT IN
REJECTION OF PROPOSAL) Section 2.0
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Total Points: 100
Each evaluation committee member must independently score, in writing, each offer on the form
depicted in APPENDIX I. Each evaluation committee member is to enter comments, if any, regarding
the offer and then sign the completed score forms and deliver them, in a sealed envelope, to the
Purchasing Person identified in section 2.1., who will forward copies to the Decision Maker, or
his/her designee. At the time of such delivery to the Purchasing Person, the evaluation committee
members shall cease to participate further in this ITN process unless expressly requested otherwise by
Decision Maker.
The Decision Maker shall review, in the manner and to the extent he/she deems reasonable under the
circumstances, the ITN, the offers, and committee members’ scoring forms. While not bound to them,
the Decision Maker may give deference to the scoring forms. Based on what the Decision Maker
determines is in the best interest of UCF, the Decision Maker will then make the final decision
whether or not to recommend the award of a contract to a Respondent to this ITN, negotiate with the
respondent(s) whose proposal(s) may be beneficial to the university or cancel the ITN.
The Decision Maker may, at any time during this ITN process, assign one (1) or more individuals to
assist the Decision Maker’s review prior to his/her decision-making in this process. UCF is not
obligated to make an award under or as a result of this ITN or to award such contract, if any, on the
basis of lowest cost or highest commission offered. UCF reserves the right to award such contract, if
any, to the Respondent(s) submitting an offer that UCF, at its sole discretion, determines is in UCF’s
best interest.
2.9 Posting of Recommended Selection
An intent to award will be posted within a reasonable time after the Purchasing Department receives the
decision maker’s recommended award decision. The recommendation to award a contract, if any, to a
Respondent(s) to this ITN will be posted for review by interested parties in the Purchasing Department
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and the Purchasing Website and will remain posted for a period of seventy-two (72) hours (three (3)
business days).
A. If the Respondent desires to protest the recommendation to award a contract, if any, the Respondent
must file with UCF:
1. A written notice of intent to protest within seventy-two (72) hours (three (3) business days) of the
posting of the recommended award. UCF shall not extend or waive this time requirement for any
reason whatsoever.
2. A formal written protest by petition within ten (10) calendar days of the date on which the notice
of intent to protest is filed. UCF shall not extend or waive this time requirement for any reason
whatsoever.
B. Failure to timely file a protest or failure to timely deliver the required bond or other security in
accordance with the Board of Governors’ Regulations 18.002 and 18.003 shall constitute a waiver of
protest proceedings.
C. A formal written protest by petition must be accompanied by a Protest Bond payable to UCF in the
amount equal to 10% of the estimated value of the protestor’s bid or proposal; 10% of the estimated expenditure during the contract term; $10,000; or whichever is less. The form of the Protest Bond
shall be a cashier’s check, bank official check or money order made payable to UCF.
D. In addition to all other conditions and requirements of this ITN, UCF shall not be obligated to pay for
information obtained from or through the Respondent.
2.10 Offer Validity Period
Any submitted offer, shall in its entirety, remain a valid offer for 120 days after the offer submission date.
2.11 Disposition of Offers; Florida Public Records Law Compliance
All offers become the property of the State of Florida, and the State of Florida shall have the right to use
all ideas, and/or adaptations of those ideas, contained in any offer received in response to this solicitation.
Any parts of the offer or any other material(s) submitted to UCF with the offer that are copyrighted or
expressly marked as “confidential”, “proprietary”, or “trade secret”, will only be exempted from the “open
records” disclosure requirements of Chapter 119, Florida Statutes, if Florida law specifically recognizes
these materials as exempt from disclosure. Thus, the mere designation as “confidential”, “proprietary”,
or “trade secret” by a vendor does not ensure that such materials will be exempt from disclosure. In the
absence of a specific Florida statute exempting material from the public records law, UCF is legally
obligated to produce any and all public records produced or received in the course of conducting university
business, irrespective of any designation by the vendor of those same records as “confidential”,
“proprietary”, or “trade secret.” The ultimate determination of whether a vendor’s claim of “confidential,”
“proprietary” or “trade secret” will support an exemption from disclosure will be made by UCF or,
potentially, a court. UCF’s selection or rejection of an offer will not affect this provision.
2.12 Economy of Presentation
Each offer shall be prepared simply and economically, providing a straightforward, concise description of
the Respondent’s capabilities to satisfy the conditions and requirements of this ITN. Fancy bindings,
colored displays, and promotional material are not desired. Emphasis in each offer must be on
completeness and clarity of content. To expedite the evaluation of offers, it is desired and beneficial to
evaluators that Respondents follow the format and instructions contained herein. UCF is not liable for
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any costs incurred by any Respondent in responding to this ITN including, without limitation, costs for
oral presentations requested by UCF, if any.
2.13 Restricted Discussions/Submissions
From the date of issuance of the ITN until UCF takes final agency action, the Respondent shall not
discuss the offer or communicate with any UCF employees, agents, representatives, Evaluation
Committee members or representatives of UCF except as expressly requested by UCF in writing.
Violation of this restriction may result in REJECTION of the Respondent’s offer.
2.14 Verbal Instructions Procedure
No negotiations, decisions, or actions shall be initiated or executed by the Respondent as a result of any
discussions with any UCF employee. Only those communications that are in writing from the authorized
UCF representative identified in Section 2.1 of this ITN that have been approved in writing by UCF’s
President or the President’s designee shall be considered as a duly authorized expression on behalf of
UCF. Only communications/inquiries from the Respondent that are signed in writing and delivered on a
timely basis, i.e., not later than 12 NOON on June 15, 2015, will be recognized by UCF as duly authorized
expressions on behalf of the Respondent.
2.15 State Licensing Requirements
To the extent applicable, Respondent shall have all appropriate licenses to conduct business in the State
of Florida and Orange Count at or prior to award of a contract resulting from this competitive solicitation;
Respondent is to provide proof of such to UCF as a condition of award of a contract. If Respondent
contemplates the use of subcontractors, the Respondent is responsible for ensuring that all subcontractors
are registered with the State of Florida in accordance with Chapter 607 or 620, Florida Statutes. For
additional information, the Respondent should contact the Florida Secretary of State’s Office.
2.16 Parking
Respondent/Vendor(s) shall ensure that all vehicles parked on campus for purposes relating to work
resulting from an agreement shall have proper parking permits. This applies to all personal vehicles and
all marked and unmarked company vehicles that will be on any University campus for one (1) day or more
or on a recurring basis. All such vehicles must be registered with University’s Parking Services
Department, and parking permits must be purchased by the Respondent/Vendor. Respondent’s/Vendor’s
vehicle(s) shall observe all parking rules and regulations. Failure to obtain parking permits, properly
display them, and otherwise comply with all of University’s parking rules and regulations could result in
the issuance of a parking ticket and/or towing at the expense of Respondent/Vendor or
Respondent’s/Vendor’s employees. For additional parking information or information regarding parking
fees/rates, contact University’s Parking Services Department at (407) 823-5812 or online at
http://parking.ucf.edu.
2.17 Definitions
Addendum – Written or graphic instruments issued prior to the date for opening of proposals, which
modify or interpret the proposal documents by additions, deletions, corrections or clarifications.
And/Or – The word “and” shall also mean “or”, and the word “or” shall also mean “and” whenever the
contents or purpose so require.
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Contract/Agreement - The formal bilateral agreement signed by a representative of the University and
the Vendor which incorporates the requirements and conditions listed in this ITN and the Vendor’s offer.
Emergency spill - Any release deemed by UCF to be a threat to human health or the environment; also
included, mass-casualty incidents and injuries to persons that resulted in permanent disfigurement,
amputation, or death.
Field Chemist - Shall have received all the required training to conduct such work; have at a minimum a
four (4) year degree in chemistry or four (4) year degree in the physical sciences and related field
experience in sorting and lab packing hazardous materials and one (1) year field experience in hazardous
waste collection and a minimum of one (1) year with current vendor. (Also synonymous with ‘”chemist.”)
Field Chemist Technicians - Shall have received all the required training to conduct such work; have at
a minimum a two (2) year degree in chemistry or two (2) year degree in the physical sciences and related
field experience in sorting and lab packing hazardous materials and one (1) year field experience in
hazardous waste collection. (Also synonymous with ‘”technician.”)
Hazardous Chemical - Any chemical or mixture with a National Fire Protection Association (NFPA)
rating of 2 or higher for Health, Flammability, and/or Reactivity. (Note: may also pertain to any chemical
or mixture for which Occupational Safety and Health Administration (OSHA) requires the SDS to be on
hand and available to workers.)
Invitation to Negotiate - A written solicitation, for goods or services, where factors other than price are
to be considered in the award determination. These factors may include such items as vendor experience,
project plan, design features of the product(s) offered, etc. ITN is used when the specifications cannot be
identified; the end result is explained but we want qualified companies to offer their solutions for
consideration.
May, Should – Indicates something that is not mandatory, but permissible, recommended, or desirable.
Minor Irregularities – Irregularities that have no adverse effect on UCF’s interest will not affect the
amount of the ITB and will not give a Respondent an advantage or benefit not enjoyed by another
Respondent.
Must, Shall, Will – The words “shall,” “must,” or “will” are equivalent and indicate mandatory
requirements or conditions.
Non-emergency spill - Any release or event deemed by UCF to not constitute a threat to human health or
the environment. These are incidental spills that can be handled in-house by UCF staff (laboratory or
EHS) and do not require the support of additional materials, equipment, manpower, or remediation.
Project Manager - After contract award a liaison from the user department will oversee the Contractor’s
performance and report as needed to the contract administrator. The Project Manager is Sandra Hick,
Senior Coordinator, Environmental Health & Safety.
Proposal – An executed offer submitted by a Respondent in response to an ITN and intended to be used
as a basis for negotiations for a contract.
Purchase Order/Contract – The Purchase Order (PO) or other form or format, provided to the awarded
Respondent(s), UCF uses to make a purchase under the contract term, which includes a formal written
PO, electronic PO, Procurement Card (P-card), or any other means authorized by Purchasing and which
incorporates the requirements and conditions listed in the ITN.
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Renewal- Contracting with the same contractor for an additional period of time after the initial contract
term, provided the original terms of the agreement specify an option to renew or the renewal is determined
by UCF General Counsel to be in the best interest of the university.
Respondent/Offerer/Vendor/Contractor - Anyone who submits a timely offer in response to this ITN
or their duly authorized representative. These may be used interchangeably within the ITN.
Response – The entirety of the Respondent’s submitted bid response to the ITN, including any and all
supplemental information submitted.
Responsible Respondent – Respondent who has the capability in all respects to perform fully the contract
requirements, and the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and
credit which will assure good faith performance.
Responsive Respondent – Respondent who has submitted an offer that conforms in all material respects
to the solicitation.
Sole Point of Contact - The Purchasing Representative or designee to whom Respondents shall address
any questions regarding the solicitation or award process. The sole point of contact shall be the arbitrator
of any dispute concerning performance of the Contract.
Successful Respondent/Contractor - The firm or individual who is the recommended recipient of the
award of a contract under this ITN (also synonymous with “Payee”, “Offerer”, and “Vendor”). If a
Respondent is a manufacturer, its certified dealers and resellers may also furnish products under the
Contract; in choosing to do so, the dealers and resellers agree to honor the Contract and the term
“contractor” shall be deemed to refer to them. Unless awarded the Contract as a direct Respondent,
however, dealers and resellers are not parties to the Contract, and the Respondent that certifies them shall
be responsible for their actions and omissions.
UCF’S Contract Administrator - The University’ designated liaison with the Respondent. In this matter
UCF’s Contract Administrator will be Christine Tangel.
University – University of Central Florida
2.18 Procurement Rules
A. UCF has established for purposes of this ITN that the words “shall”, “must”, or “will” are equivalent
in this ITN and indicate a mandatory requirement or condition, the material deviation from which
could be waived by UCF. UCF will, at UCF’s sole discretion, determine whether a deviation is
material. Any deviation found by UCF to be material shall result in the rejection of the offer.
B. The words “should” or “may” are equivalent in this ITN and indicate very desirable conditions, or
requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition
or requirement will not in and of itself cause automatic rejection of an offer, but may result in the offer
being considered as not in the best interest of UCF. UCF will, at UCF’s sole discretion, determine
whether an offer is considered as not in the best interest of UCF and may or may not reject the offer,
all at UCF’s sole discretion.
C. The Respondent must comply with the instructions cited in Section 2.3. Also, the Respondent must
initial the designated sections set forth on Appendix II, indicating that the Respondent has either
understood and agreed to or disagreed with each particular section listed on Appendix II. Failure to
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submit Appendix II with each area marked as set forth above and initialed by the Respondent shall
constitute grounds for rejection of the offer by UCF and shall give UCF the right to reject the offer, at
UCF’s sole discretion.
D. The Respondent is solely responsible for the accuracy and completeness of its offer. The Respondent’s
errors or omissions, if any, are solely at the risk of the Respondent and may be grounds for rejection
of the offer and shall give UCF the right to reject the offer, at UCF’s sole discretion.
2.19 Force Majeure
No default, delay or failure to perform on the part of UCF or the Respondent shall be considered a default,
delay or failure to perform otherwise chargeable, hereunder, if such default, delay or failure to perform is
due to causes beyond UCF’s reasonable control including, but not limited to, strikes, lockouts, actions or
inactions of governmental authorities, epidemics, war, embargoes, fire, earthquake, acts of God, default
of common carrier. In the event of such default, delay, or failure to perform due to causes beyond UCF’s
or the Respondent’s reasonable control, any date or times by which UCF or the Respondent is otherwise
scheduled to perform shall be extended automatically for a period of time equal in duration to the time
lost by reason of the cause beyond the reasonable control of UCF or the Respondent.
2.20 Limitation of Remedies, Indemnification, and Insurance
A. The Attorney General of the State of Florida has rendered an opinion that agencies of the State of
Florida cannot contractually limit the State's right to redress. Consequently, any offer by Respondent
to limit the Respondent’s liabilities to the State or to limit the State’s remedies against the Respondent
is unacceptable and will result in the REJECTION of the Respondent’s offer.
B. As an agency of the State of Florida, UCF’s liability is regulated by Florida law. Except for its’
employees acting within the course and scope of their employment, UCF shall not indemnify any
entity or person. The State of Florida is self-insured to the extent of its liability under law and any
liability in excess of that specified in statute may be awarded only through special legislative action.
Accordingly, UCF’s liability and indemnification obligations under this ITN and the resulting
contract, if any, shall be effective only to the extent required by Florida law; and any provision
requiring UCF to provide insurance coverage other than the State of Florida self-insurance shall not
be effective.
C. Respondent(s)/Vendor(s)/Payee(s)/Offerer(s) shall hold the University and the UCF Board of
Trustees and the University’s officers, employees, agents and/or servants harmless and indemnify
each of them against any and all liabilities, actions, damages, suits, proceedings, and judgments from
claims arising or resulting from the acts or omissions of
Respondent(s)/Vendor(s)/Payee(s)/Offerer(s), its employees, its agents or of others under
Respondent’s/Vendor’s/Payee’s/Offerer’s control and supervision. If any part of a delivery to the
University pursuant to a contract resulting from this ITN is protected by any patent, copyright,
trademark, other intellectual property right or other right, Respondent/Vendor/Payee/Offerer also
shall indemnify and hold harmless the University and the UCF Board of Trustees and the University’s
officers, employees, agents and/or servants from and against any and all liabilities, actions, damages,
suits, proceedings and judgments from claims instituted or recovered against the University by any
person or persons whomsoever on account of the University’s use or sale of such article in violation
of rights under such patent, copyright, trademark, other intellectual property right or other right.
For all purchases of $10,000 or below, Respondent/Vendor/Payee/Offerer will have and maintain
types and amounts of insurance that at a minimum cover the
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Respondent’s/Vendor’s/Payee’s/Offerer’s (or subcontractor’s) exposure in performing a contract
resulting from this ITN. For all purchases that exceed $10,000 (i.e. $10,000.01 and up) and/or all
purchases that require a UCF Safe Form, Respondent/Vendor/Payee/Offerer will have and maintain
general liability insurance of one (1) million dollars and Respondent/Vendor/Payee/Offerer shall send
a copy of his/her insurance certificate (prior to commencement of his/her performance or delivery
hereunder) to the following address by email, fax or mail:
E-mail: [email protected]
Fax: 407-823-0146
Mail: University of Central Florida
PO Box 163500
Orlando FL 32816-3500
UCF has the right to deviate from any of the above insurance requirements, if UCF, at UCF's sole
discretion decides to do so. If UCF decides to deviate from the above noted insurance requirements,
UCF will inform the Respondent/Vendor/Payee/Offerer in writing in those particular circumstances.
Unless UCF notifies a Respondent/Vendor/Payee/Offerer in writing that UCF is willing to deviate
from the insurance requirements noted above, all of the above insurance requirements shall apply to
the Respondent/Vendor/Payee/Offerer. The University and its Board of Trustees shall be listed as
additional insured on any certificate issued and the Certificate Holder is to read the following:
University of Central Florida
Board of Trustees
4000 Central Florida Blvd.
Orlando FL 32816
D. WORKER’S COMPENSATION: During the contract term, the contractor at its sole expense shall
provide commercial insurance of such a type and with such terms and limits as may be reasonably
associated with the contract, which, as a minimum, shall be: workers' compensation and employer's
liability insurance in accordance with Florida Statutes Chapter 440, with minimum employers'
liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. Such
policy shall cover all employees engaged in any contract work.
Employers who have employees who are engaged in work in Florida must use Florida rates, rules,
and classifications for those employees. In the construction industry, only corporate officers of a
corporation or any group of affiliated corporations may elect to be exempt from workers'
compensation coverage requirements. Such exemptions are limited to a maximum of three per
corporation and each exemption holder must own at least 10% of the corporation. Independent
contractors, sole proprietors and partners in the construction industry cannot elect to be exempt and
must maintain workers' compensation insurance.
2.21 Term of Contract
The contract resulting from this ITN, if any, shall commence on or about July 1, 2015, and shall end on
July 31, 2018 with two (2) additional year renewals. The University may renew/extend a resultant contract,
as mutually agreed to by both parties.
2.22 Termination of Contract
UCF may terminate a contract resulting from this ITN without cause on thirty (30) days’ advanced written
notice to the Payee. The parties to a resultant contract may terminate the contract at any time by mutually
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consenting in writing. Either party may terminate a resultant contract immediately for breach by the other
that remains substantially uncured after thirty (30) days’ advanced written notice to the breaching party,
which notice describes the breach in detail sufficient to permit cure by the breaching party. The University
shall be liable only for payment for services satisfactorily rendered/goods satisfactorily delivered and
accepted from the date of commencement until the effective date of termination.
2.23 Assignment and Amendment of Contract
Neither the contract resulting from this ITN, if any, nor any duties or obligations under such contract shall
be assignable by the Respondent without the prior written consent of UCF. Any contract resulting from
this ITN may be amended only in writing signed by the Respondent and UCF with the same degree of
formality evidenced in the contract resulting from this ITN.
2.24 Independent Parties
Except as expressly provided otherwise in the contract resulting from this ITN, if any, UCF and the
Respondent shall remain independent parties and neither shall be an officer, employee, agent,
representative or co-partner of, or a joint venture with, the other.
2.25 Performance Investigations
As part of its evaluation process, UCF may make investigations to determine the ability of the Respondent
to perform under this ITN. UCF reserves the right to REJECT any offer if the Respondent fails to satisfy
UCF that it is properly qualified to carry out the obligations under this ITN.
2.26 Records
The Respondent/Vendor/Payee/Offerer agrees to keep and maintain, separate and independent records, in
accordance with generally accepted accounting principles, devoted exclusively to its obligations and
activities pursuant to a contract resulting from this ITN. Such records (including books, ledgers, journals,
and accounts) shall contain all entries reflecting the business operations under a resultant contract.
University or its authorized agent shall have the right to audit and inspect such records from time to time
during the term of a resultant contract, upon reasonable notice to the Payee.
2.27 Public Records
Any contract resulting from this ITN may be canceled unilaterally by the University for refusal by the
Respondent/Vendor/Payee/Offerer to allow public access to all papers, documents, letters or other
material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the
Respondent/Vendor/Payee/Offerer in conjunction with a resultant contract.
2.28 PUBLIC RECORDS, SERVICE CONTRACTS, COMPLIANCE OF SECTION 119.0701, FS
To the extent that Payee meets the definition of “contractor” under Section 119.0701, Florida Statutes, in
addition to other contract requirements provided by law, Payee must comply with public records laws,
including the following provisions of Section 119.0701, Florida Statutes:
A. Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the service.
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B. Provide the public with access to public records on the same terms and conditions that the public
agency would provide the records and at a cost that does not exceed the cost provided in Chapter 119,
Florida Statutes, or as otherwise provided by law.
C. Ensure that public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed except as authorized by law.
D. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all
public records in possession of the contractor upon termination of the contract and destroy any
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the public agency in a format that
is compatible with the information technology systems of the public agency.
If Payee does not comply with a public records request, University shall enforce the contract provisions
in accordance with the contract.
2.29 Severability
If any provision of the contract resulting from this ITN, if any, is contrary to, prohibited by, or deemed
invalid by applicable laws or regulations of any jurisdiction in which it is sought to be enforced, then said
provision shall be deemed inapplicable and omitted and shall not invalidate the remaining provisions of
such contract.
2.30 Notices
All notices and all other matters pertaining to the contract resulting from this ITN, if any, to a party shall
be in writing, hand delivered, or sent by email (receipt acknowledged), registered or certified U.S. Mail,
return receipt requested, and shall be deemed to have been duly given when actually received by the
addressee at the address listed in section 2.1 of this ITN.
2.31 Governing Law and Venue
This ITN and resulting contract, if any, and any disputes thereunder will be governed by the laws of the
State of Florida and shall be deemed to have been executed and entered into in the State of Florida. Any
such contract shall be construed, performed, and enforced in all respects in accordance with the laws and
rules of the State of Florida, and any provision in such contract in conflict with Florida law and rules shall
be void and of no effect. UCF and Respondent hereby agree that this ITN and resulting contract, if any,
shall be enforced in the courts of the State of Florida and that venue shall always be in Orange County,
Florida.
2.32 Liaison
UCF’s liaison with the successful Respondent, if any, shall be the Sandra Hick, Senior Coordinator,
Environmental Health & Safety.
2.33 Subcontracts
The Respondent is fully responsible for all work performed under the contract resulting from this ITN, if
any. The Respondent may enter into written subcontract(s) for performance of certain of its functions
under such contract, unless otherwise specified. The subcontractors and the amount of the subcontract(s)
shall be identified in the Respondent’s response to this ITN. No subcontract(s), which the Respondent
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enters into under the contract resulting from this ITN, if any, shall in any way relieve the Respondent of
any responsibility for performance of its duties under such contract. Respondent is responsible to fully
notify any subcontractor(s) of their responsibilities under any subcontract. All payments to subcontractors
shall be the sole responsibility of the Respondent.
2.34 Employment of UCF Personnel
The Respondent shall not, without UCF’s prior written consent, knowingly recruit for engagement, on a
full time, part time, or other basis during the period of this ITN and any resulting contract, any individuals
who are or have been UCF employees at any time during such period, except for UCF’s regularly retired
employees, or any adversely affected State employees.
2.35 Conflicts of Interest
Acceptance of a contract resulting from this ITN shall certify that Payee is aware of the requirements of
Chapter 112, Florida Statutes and in compliance with the requirements of Chapter 112, Florida Statutes
and other laws and regulations concerning conflicts of interests in dealing with entities of the State of
Florida. Payee certifies that its directors and/or principal officers are not employed and/or affiliated with
the University unless a current Conflict of Interest (Report of Outside Activity/Employment) form has
been completed, executed by such director or officer and approved in accordance with applicable
University policies or rules. Violation of this section by Payee shall be grounds for cancellation of a
contract resulting from this ITN.
2.36 Equal Opportunity Statement
The State of Florida and UCF subscribe to equal opportunity practices, which conform to both the spirit
and the letter of all laws against discrimination and are committed to non-discrimination on the basis of
race, creed, color, sex, age, national origin, religion, veteran or marital status, or disability. Respondent
commits to the following:
A. The provisions of Executive Order 11246, September 24, 1965, as amended by Executive Order
11375, and the rules, regulations and relevant orders of the Secretary of Labor that are applicable to
each order placed against the contract resulting from this ITN, if any, regardless of value.
B. The Respondent, if any, awarded a contract under this ITN shall agree to comply with the Americans
with Disabilities Act (ADA) of 1990.
C. If the Respondent anticipates receiving $10,000 in orders during the first 12 months of the contract,
if any, resulting from this ITN, Respondent must complete a Certificate of Non-Segregated Facilities
form and attach the form to the offer. A sample certificate is attached as APPENDIX III.
D. If the Respondent anticipates receiving $50,000 in orders during the first 12 months of the contract,
if any, resulting from this ITN, and employs more than 50 people, the Respondent must complete and
file prior to March 1 of each year a standard form 100 (EEO-1).
E. If the Respondent anticipates receiving $50,000 in orders during the first 12 months of the contract,
if any, resulting from this ITN, and employs more than 50 people, the Respondent must maintain a
written program for affirmative action compliance that is accessible for review upon request by UCF.
F. Respondents shall identify their company’s government classification at time of offer submittal (See
UCF Form ITN/CS: ITN acknowledgement cover page). Respondent’s identity will not foster special
consideration during this ITN process; this is only for informational purposes for reporting.
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2.37 Waiver of Rights and Breaches
No failure or delay by a party hereto to insist on the strict performance of any term of a contract resulting
from this ITN, or to exercise any right or remedy consequent to a breach thereof, shall constitute a waiver
of any breach or any subsequent breach of such term. No waiver of any breach hereunder shall affect or
alter the remaining terms of such a contract, but each and every term of such a contract shall continue in
full force and effect with respect to any other then existing or subsequent breach thereof. The remedies
provided in such a contract are cumulative and not exclusive of the remedies provided by law or in equity.
2.38 Headings Not Controlling
Headings used in any contract resulting from this ITN are for reference purposes only and shall not be
considered to be a substantive part of such contract.
2.39 Employee Involvement/Covenant against Contingent Fees
In accordance with Section 112.3185, Florida Statutes, the Respondent hereby certifies that, to the best of
its knowledge and belief, no individual employed by the Respondent or subcontracted by the Respondent
has an immediate relationship to any employee of UCF who was directly or indirectly involved in any
way in the procurement of the contract, if any, resulting from this ITN or goods or services thereunder.
Violation of this section by Respondent shall be grounds for cancellation of such contract. The Respondent
also warrants that no person or selling agency has been employed, engaged or retained to solicit or secure
any contract resulting from this ITN or any advantage hereunder upon an agreement or understanding for
a commission, percentage, brokerage or contingent fee, or in exchange for any substantial consideration
bargained for, excepting that which is provided to the Respondent’s bona fide employees or to bona fide
professional commercial or selling agencies or in the exercise of reasonable diligence should have been
known by the State to be maintained by the Respondent for the purpose of securing business for
Respondent. In the event of the Respondent’s breach or violation of this warranty, UCF shall, subject to
Respondent’s rights under Chapter 120, Florida Statutes, have the right, at its option, to annul any contract
resulting from this ITN without liability, to deduct from the charges otherwise payable by UCF under such
contract the full amount of such commission, percentage, brokerage, or contingent fee, and to pursue any
other remedy available to UCF under such contract, at law or in equity.
2.40 Employment of Aliens
Payee’s employment of unauthorized aliens, if any, shall be considered a violation of §§274(e) of the
Immigration and Nationality Act. If the Payee knowingly employs unauthorized aliens, such violation
shall be cause for unilateral cancellation of a contract resulting from this ITN by the University.
2.41 Site Rules and Regulations
Respondent shall use its best efforts to assure that its employees and agents, while on UCF’s premises,
shall comply with the State's and UCF’s site rules and regulations, if any.
2.42 Travel Expense
Respondent shall not under this ITN or any resulting contract charge UCF for any travel expenses, meals,
and lodging without UCF's prior written approval. Upon obtaining UCF's prior written approval,
Respondent may be authorized to incur travel expenses payable by UCF to the extent and means provided
by Section 112.061, Florida Statutes and applicable UCF policies. Any expenses in excess of the
prescribed amounts shall be borne by the Respondent.
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2.43 Annual Appropriations
The University’s performance and obligations under a contract resulting from this ITN are subject to and
contingent upon annual appropriations by the Florida Legislature and other funding sources.
2.44 Taxes
The State of Florida is a tax-immune sovereign and exempt from the payment of all sales, use and excise
taxes. The Respondent shall be responsible to pay any such taxes imposed on taxable activities/services
under the contract, if any, resulting from this ITN.
2.45 Contractual Precedence
The contract that results from this ITN, if any, and any attachments and/or addenda that are executed by
University’s duly authorized signatory constitutes the entire and exclusive agreement between the parties.
Attachments and/or addenda may include, but are not limited to UCF’s Invitation to Negotiate (“ITN”)
including all the University’s ITN specifications, and the Payee’s ITN response. In the event of any
conflict or inconsistency between before mentioned documents, the order of precedence is:
A. The Agreement/Contract;
B. University’s ITN and ITN specifications;
C. Respondent’s ITN response; and
D. Any other attached documents signed by the University’s official signatory at the time the
Agreement/Contract is executed.
2.46 Use of Contract by Other Governmental Agencies:
At the option of the Vendor/Contractor, the use of the contract resulting from this solicitation may be
extended to other governmental agencies, including the State of Florida, its agencies, political
subdivisions, counties, and cities. Each governmental agency allowed by the vendor/contractor to use this
contract shall do so independent of any other governmental entity. Each agency shall be responsible for
its own purchases and shall be liable only for goods or services ordered, received and accepted. No agency
receives any liability by virtue of this offer and subsequent contract award.
2.47 Public Entity Crimes:
A person or affiliate who has been placed on Florida’s convicted vendor list following a conviction for a
public entity crime may not submit an offer on a contract to provide any goods or services to a public
entity, may not submit an offer on a contract with a public entity for the construction or repair of a public
building or public work, may not submit offers on leases of real property to a public entity, may not
be awarded, or perform work as a contractor, supplier, subcontractor, or consultant under, a contract
with any public entity, and may not transact business with any public entity in excess of the offer limit for
that public entity, for a period of thirty-six (36) months from the date of being placed on the convicted
vendor list.
2.48 Work for Hire
Any work specifically created for the University under a contract resulting from this ITN by the Payee or
anyone working on behalf of the Payee (the term Payee shall encompass both) shall be considered a “work
for hire.” All designs, prints, paintings, artwork, sketches, etchings, drawings, writings, photographs, or
any other work or material or property produced, developed or fabricated and any other property created
21
hereunder, including all material incorporated therein and all preliminary or other copies thereof, (the
"Materials") shall become and remain the property of the University, and, unless otherwise specifically
set forth herein, shall be considered specially ordered for the University as a "work made for hire," or, if
for any reason held not to be a "work for hire,” the Payee who created, produced, developed or fabricated
the Materials hereunder assigns all of his/her right, title and interest in the Materials to the University.
The University shall own all right, title and interest in the Materials. The Payee agrees upon request to
execute any documents necessary to perfect the transfer of such title to the University. The Materials shall
be to the University’s satisfaction and are subject to the University’s approval. The Payee bears all risk of
loss or damage to the Materials until the University has accepted delivery of the Materials. The University
shall be entitled to return, at the Payee’s expense, any Materials which the University deems to be
unsatisfactory. On or before completion of the Payee’s services hereunder, the Payee must furnish the
University with valid and adequate releases necessary for the unrestricted use of the Materials for
advertising or trade purposes, including model and property releases relating to the Materials and releases
from any persons whose names, voices or likenesses are incorporated or used in the Materials.
The Payee hereby represents and warrants that, (a) all applicable laws, rules and regulations have been
complied with, (b) the Payee is free and has full right to enter into this P.O. and perform all of its
obligations hereunder, (c) the Materials may be used or reproduced for advertising or trade purposes or
any commercial purposes without violating any laws or the rights of any third parties and (d) no third
party has any rights in, to, or arising out of, or in connection with the Materials, including without
limitation any claims for fees, royalties or other payments.
The Payee agrees to indemnify and hold harmless the University and those acting for or on its behalf, the
UCF Board of Trustees, the State of Florida and the Florida Board of Governors and their respective
officers, agents, employees and servants from and against any and all losses, claims, damages, expenses
or liabilities of any kind, including court costs and attorneys' fees, resulting from or in any way, directly
or indirectly, connected with (a) the performance or non-performance of the University’s order by the
Payee, (b) the use or reproduction in any manner, whatsoever, or (c) any breach or alleged breach of any
of the Payee’s contracts or representations and warranties herein.
2.49 Export Control:
The parties shall comply with all applicable U.S. export control laws and regulations, including but not
limited to the International Traffic in Arms Regulations (ITAR), 22 CFR Parts 120 through 130, the Export
Administration Regulations (EAR), 15 CFR Parts 730 through 799 and/or other restrictions imposed by
the Treasury Department’s Office of Foreign Asset Controls (OFAC), in the performance of a contract
resulting from this ITN. The parties agree that no technology, related data or information will be
exchanged or disseminated under such a contract nor any collaboration conducted pursuant to such a
contract, which are export controlled pursuant to the export control laws of the United States, including
the EAR and the ITAR and any other applicable regulations.
The Parties agree that the Payee will not provide the University with any ITAR or EAR restricted
technology and/or related data, and that any ITAR or EAR restricted technologies and/or data produced
in furtherance of a contract resulting from this ITN will be in the exclusive possession of the Payee and at
no time will any export controlled technologies, related data, or information be intentionally or
inadvertently transferred to the University, its facilities, labs, staff, researchers, employees, officers,
agents, servants or students in the performance of such a contract.
22
If the Payee wishes to disclose export controlled technology or technical data to the University, the Payee
will, prior to disclosing any information, technical data or source code that is subject to export controls
under federal law, notify the University in writing that the material is export controlled and shall identify
the controls that apply. The University shall have the right to decline or limit (a) the receipt of such
information, and (b) any task requiring receipt of such information. In the event the Payee sends any such
technical data or product that is subject to export control, without notice of the applicability of such export
control, the University has the right to immediately terminate a contract resulting from this ITN. The
Payee understands and agrees that to the extent the Payee’s personnel have access to work or materials
subject to U.S. export controls while on University property, such personnel will meet all federal export
control regulatory requirements or have the appropriate U. S. government approval.
2.50 Nonnegotiable Conditions and Requirements
The University seeks to award a contract from this ITN that complies with applicable law and will be both
fair and reasonable to all parties, protecting the best interest of the University, its Board of Trustees,
faculty, staff and students. With that goal in mind, we have developed a list of terms and conditions that
are either required by law and are thus non-negotiable or have been deemed to be important to the
University’s interests and are thus non-negotiable. Any discussions seeking to alter or remove such a term
or condition from any contract resulting from this ITN shall not be granted to any Respondent. The non-
negotiable terms and conditions are listed on Appendix II of this document, and identified with **non-
negotiable**. Respondents that disagree with any of those “non-negotiable” terms and conditions should
forego submitting an offer because said offer shall be rejected as nonresponsive to this ITN. Failure to
submit Appendix II with the offer constitutes grounds for rejection of the offer and UCF shall have the
right to reject said offer, at UCF’s sole discretion.
2.51 Additional Quantities
The University reserves the right to increase or decrease total quantities as necessary. The University may
place additional orders for the same commodities/services solicited under this ITN within 180 days after
expiration of the contract resulting from this ITN. Total additional quantities, if any, are unknown.
2.52 Family Educational Rights and Privacy Act
Licensor acknowledges that Licensee has a duty to maintain the privacy of student records, including
without limitation education records as defined by the Family Educational Rights and Privacy Act (20
USC § 1232g; 34 CFR Part 99) (“FERPA”), and further acknowledges that as a contractor to whom
Licensee has outsourced certain institutional services or functions:
A. Confidential information about Licensee’s students is contained in records provided to and maintained
by Licensor, and Licensor will protect the privacy of all student education records to the fullest extent
required of Licensee under FERPA;
B. Licensor is performing an institutional service or function that has been outsourced by Licensee and
for which Licensee would otherwise use its employees;
C. Licensor is under the direct control of Licensee with respect to the use and maintenance of education
records, as defined by FERPA;
D. Licensor is subject to all FERPA requirements governing the use and re-disclosure of personally
identifiable information from education records, including without limitation the requirements of 34
CFR § 99.33(a);
23
E. Even in circumstances that might justify and exception under FERPA, Licensor may not disclose or
re-disclose personally identifiable information unless Licensee has first authorized in writing such
disclosure or re-disclosure; and
F. Licensor will not use any personally identifiable information acquired from Licensee for any purpose
other than performing the services or function that are the subject of this agreement.
3.0 REQUIRED OFFER FORMAT
3.1 Introduction
The Respondent shall not alter the ITN in any way and shall not reproduce all or any part of the ITN in its
offer document. The contract, if any, resulting from this ITN shall incorporate the entire ITN and proposal
by reference.
To facilitate analysis of its offer, the Respondent is to prepare its offer in accordance with the instructions
outlined in this section. If Respondent’s offer deviates from these instructions, such offer may, at UCF’s
sole discretion, be REJECTED.
UCF EMPHASIZES THAT THE RESPONDENT CONCENTRATE ON ACCURACY,
COMPLETENESS, AND CLARITY OF CONTENT. The Respondent is encouraged to use sections and
tabs that are clearly identified and also number and label all parts, pages, figures, and tables in its proposal
submittal/offer. Additional tabs may be appended which contain any other pertinent matters that the
Respondent wishes UCF to take into consideration in reviewing the offer. Respondent’s response to this
ITN must be sent to UCF’s Authorized Representative at the address listed in Section 2.1 above.
3.2 Respondent/Offer Submittal Sections
The Respondent should organize its offer into the following major sections.
A. EXPERIENCE AND QUALIFICATIONS OF PROPOSER
1. Provide a brief overview and history of your company including:
a. Main contact name, phone number(s), fax number(s), email address(es)
b. Current information about the size and organization of your company. Include evidence, in
writing, that the company can provide the necessary services to meet this contract; maintains
a permanent place of business in Florida; and possesses adequate equipment, financial
position (balance sheet and profit/loss statement), personnel, and inventory to furnish the
services offered in a satisfactory and expeditious manner.
c. Provide a chart of the company’s organization and a description of its corporate structure.
Also provide the company’s chain of ownership up to its ultimate parent corporation, and all
subsidiaries.
2. Furnish copies of all current licenses and permits with federal, state and local agencies that allow
the company to engage in transportation, storage, treatment and disposal of hazardous waste.
Permits/licenses shall have been active for the past five (5) years with written evidence given
ensuring that permits/licenses are held in the name of the principal or major stockholder of the
bidding contractor. Copies to be furnished with the response:
a. A permitted Hazardous Waste Treatment, Storage, and Disposal facility or ten-day transfer
facility permit in accordance with the U.S. Environmental Protection Agency (EPA) and as
issued by Florida Department of Environmental Protection (FDEP).
b. U.S. EPA Identification Number
c. U.S. EPA Transporter’s Number
24
3. List experience in providing services similar in scope to those requested in section 1.1 of this ITN
including a list of customers with similar size and scope to the service the ITN is seeking. The
proposer shall provide a list of current or very recent similar-type client accounts, if any, which are
located in the United States. Client account information shall include contact name, address, phone
number, length of service. References may be randomly checked.
4. Please provide a list of client accounts lost through early termination or non-renewal over the past
five (5) years. Include contact name and phone number, length of service at each account, and
reason for loss. Please provide a list of all OSHA recordable incidents related to onsite services or
materials management for the past three (3) years.
5. Furnish five (5) years of EPA, FDEP, and Department of Transportation (DOT) records of
inspections, Consent Orders, and any additional documents related to the company’s compliance
history.
B. PROJECT STAFF QUALIFICATIONS/EXPERIENCE
1. List the total number of employees, include job titles and experience of individual(s) who will be
assigned to the UCF account; include resume(s).
2. Clearly identify the skill sets your staff is capable of providing, and clearly indicate if
subcontractors or sub-consultants will be used.
3. List pertinent training and certifications maintained by individual(s) who will be assigned to the
UCF account.
4. List all medical surveillance provided that is required as a condition of employment.
C. OVERALL RESPONSIVENESS OF PROPOSAL TO SATISFY SCOPE/PROJECT
APPROACH
1. Demonstrate an understanding of the services the university requires under this contract.
2. Explain the qualifications/experience/methodology the proposer will employ to fulfill the
requirements discussed in sections 1.1 and 4.0.
a. Organize response to section 4.0 by TASK number.
3. Discuss skills and expertise that will allow proposer to accomplish TASKS 1-10. Including, but
not limited to:
a. A list of facilities and transporters along with any restrictions of each facility and a description
of disposal processes used at the facilities that will handle UCF’s waste.
b. Ability to handle / coordinate disposal of all chemical waste presented by UCF, perform field
analysis, and/or deactivation. Include any particular compounds, hazard classes or EPA waste
codes that will not be accepted for disposal under the terms of this agreement.
c. Ability to provide, if necessary, DOT approved containers for lab packing and transportation
at all UCF locations as listed in table D .
d. The company’s ability to provide a site specific health and safety plan for the services
contained in the ITN.
e. Supply an invoice for tasks 1-10 assuming a 40hr work week, 4 weeks per month per manifest
in Appendix VI.
D. OVERALL PRICING
1. The proposal shall specify billing rates for the various personnel who will be involved in the
activities (TASKS) identified in section 4.2 and as outlined in Table B.
2. The proposal submitted in response to this ITN should enumerate fixed fee services requested in
Tables B, C, D and E.
3. The proposal must list any other categories of ancillary expenses that may be billed. Note: The
University will not reimburse travel, meals or lodging expenses.
25
4. The university may approve a maximum budget for each task based upon the schedule of fees and
ancillary costs presented in the ITN.
4.0 OTHER REQUIREMENTS
A sample copy of UCF’s standard contractual agreement, which is the instrument used to bind the parties,
can be viewed at http://www.purchasing.ucf.edu/. Any concerns with the provisions and clauses of the
offered agreement are to be addressed during the question and answer period sited in section 2.2.
1. QUALIFICATIONS OF CONTRACTORS
All vendor personnel working on site shall be full-time, paid employees of the vendor and be properly trained in
the duties they will be assigned.
EXCLUSIONS AND CONDITIONS
A. All vendor employees are required to complete UCF Laboratory, Radiation, and Bio Safety Training prior
to the first day on site. UCF will allow for invoicing for up to six (6) hours of UCF web-based training
for up to four (4) employees in year one (1) and up to two (2) additional employees each subsequent
contract years. Additional on the job training will be provided by EHS staff for up to four (4) employees
in year one (1) and up to two (2) additional employees in each subsequent contract years. The vendor will
bear the cost of training that exceeds the invoiceable hours listed herein. Vendor’s additional employees
on subsequent contract years will also be allowed the 6 hours of training covered under the invoice.
B. Inventory, storage assessment, and SAA assessment shall be supervised by a field chemist. UCF EHS
will provide one staff member for this task.
C. At minimum, all chemical personnel shall wear safety glasses, long pants, close-toed shoes, lab coat and
gloves. Prior approval from UCF EHS is required if personnel will wear their Company provided uniform
in lieu of a lab coat. Lab coats are required to be worn when performing Health Physics Services. Refer
to the UCF PPE Policy for additional information.
D. Work shall be in compliance with UCF Chemical Inventory Policy (FSP 2012 EHS0005) dated 08/1/12,
UCF Chemical Compatibility Guidelines, UCF Lab Safety Manual (includes UCF PPE Policy, Laboratory
Environmental Management Procedures) and UCF Radiation Safety Manual.
E. Staff must obtain permission from UCF EHS and Lab Principle Investigator (or their designee) prior to
entering laboratories. A minimum of two people are required when working onsite within the laboratories.
F. Work is to be completed during standard business hours Monday-Friday (8am-5pm) excluding state and
federal holidays, but occasional coverage may be required past 5 pm. A 40 hour work week will be
maintained, overtime rates will only be billed after 40 hours in a work week have been accrued and must
be pre-approved by the UCF Project Manager.
G. Vendor will assign at minimum of a primary and secondary field chemist trained to perform the services
outlined.
H. Owing to the complex nature of the requested services, security clearances and necessary on-the-job
training, the selected vendor shall minimize re-assigning primary and secondary field chemists.
I. Vendor to provide respirator fit-test records. Demonstration of medical clearance for respirator use and
proof of non-active Tuberculosis disease (Purified Protein Derivative (PPD) testing or Quantiferon Gold)
to be documented on the UCF Medical Clearance Form (Appendix VII).
J. Assigned employees must be a U.S. citizen and able to pass UCF Police Department standard security
clearance.
26
2. SCOPE OF SERVICES & DELIVERABLES
Anticipated time on site is 3-5 days per week excluding state and federal holidays and days of UCF closure.
Projected work is contingent on UCF EHS funding.
TASK 1 – Campus Hazardous Waste Pickup and Transportation to UCF 90-Day Storage Facility
In accordance with all applicable Environmental Protection Agency (EPA), Florida Department of Environmental
Protection (FDEP), and Department of Transportation (DOT) rules and regulations, provide packaging, loading,
and transportation of hazardous wastes from the laboratories and shops on the campuses of the University of
Central Florida to UCF’s 90-day storage facility located on Main Campus (4000 Central Florida Blvd, Orlando,
FL 32186). UCF EHS has a state-owned truck that may be made available to the vendor.
Wastes that may be transported include chemical, bio-hazardous, low-level radioactive, and/or universal wastes.
Low-level radioactive materials and wastes will only be transported on non-DOT roadways (i.e. – UCF Main
Campus and the adjacent properties on Research Park). Chemical waste will be transported from CESQG
facilities back to the main campus 90-Day Storage Facility. A list of CESQG facilities and the Florida Department
of Environmental Protection (FDEP) letter authorizing transport will be provided at the time of award.
This work shall be conducted under the supervision of a Field Chemist with the assistance of one (1) UCF EHS
staff member when operations dictate a two person team.
TASK 2 – Hazardous Waste Lab Packing and Bulking
Lab packing and bulking of chemical waste transported back to the 90-day storage facility will be performed in
accordance with all applicable EPA rules and regulations. The awarded provider will need to provide all labor
and materials for packaging items for transport and disposal.
Collection, storage and bulking of low-level radioactive and low-level radioactive mixed waste transported from
research laboratories to the Main Campus or Health Science Campus will be performed in accordance with the
UCF Radioactive Waste Processing Procedure.
This work shall be conducted under the supervision of a Field Chemist with the assistance of one (1) UCF EHS
staff member when operations dictate a two person team. A Field Technician may be assigned to assist during
off-site shipping events.
TASK 3 – Hazardous Waste Transportation and Disposal
In accordance with all applicable EPA and DOT rules and regulations, the vendor shall provide packaging,
loading, transportation and disposal of hazardous waste from the campuses of the University of Central Florida.
Wastes offered for disposal will not contain radioactive materials.
Vendor is responsible for supplying and completing all necessary paperwork and manifests. Response must
include transporter EPA ID number, location that waste will be sent for final disposal, and include the receiving
facility’s EPA ID number.
TASK 4 – Chemical Inventory Verification
Provide verification of current chemical inventory within teaching and research laboratories. If an inventory is
not present within a given laboratory, affix UCF supplied bar code labels to each container and provide inventory
in a UCF supplied spreadsheet file. UCF currently has a chemical inventory database. UCF will provide access
to the UCF EHSA inventory database, peripherals for inventory verification, and a spreadsheet for new inventory.
If a hazardous chemical is present within the lab and not on the inventory, update the inventory to include the
chemical and affix a UCF supplied bar code label to each container. For the purpose of this ITN,
All hazardous chemicals in manufacturer containers shall be included in the inventory including solids, liquids
27
and gases. Inventory shall include building number, lab room number, name of Principle Investigator (PI)
responsible for lab, inventory number (bar code), chemical description, Chemical Abstracts Services number
(CAS #), total number of containers, container size, physical state, vendor, catalog number, and receipt date if
known.
When operations dictate a two person team, this work shall be conducted under the supervision of a Field Chemist
with the assistance of one (1) UCF EHS staff member. Inventory verification is to be performed within UCF
owned, managed or leased facilities. Specific buildings and lab locations to be provide at time of award.
TASK 5 – Chemical Storage Assessment
During TASK(s) 1 and 4, assess chemical storage compatibility, chemical container condition, and label condition
for all containers (manufacturer and secondary). Provide written recommendations on segregation, container
labeling, and container replacement; identify chemicals that require re-packaging due to missing lids, evidence of
leakage, compromised container integrity, etc.. No repackaging or disposal will be performed. UCF will provide
access to the UCF EHSA inspector tool for container assessment.
TASK 6 – SAA RCRA Compliance Assessment
During TASK(s) 1 and 4, verify Satellite Accumulation Area (SAA) compliance with Resource Conservation and
Recovery Act (RCRA) and applicable state and local regulations. Provide written recommendations on, but not
limited to, secondary containment, container management, waste segregation, and waste identification. UCF will
provide access to the UCF EHSA inspector tool for SAA assessment.
TASK 7 – Limited Health Physics Services
Under the training and guidance of UCF EHS radiation safety staff, perform and document routine radiological
surveys of laboratories and storage areas per the Radiation Survey Procedure, assist the UCF radiation safety staff
with decommissioning surveys and decontamination for equipment and facilities, deliver radioactive materials
packages to main campus and Research Park laboratories, and provide support in spill response for minor
radioactive spills.
Vendor employees assigned to health physics services will be required to complete a 1.5 hour online radiation
safety principles course, 2 hours of on-the-job training with UCF EHS, annual refresher training, and will be
under the indirect supervision of the UCF Radiation Safety Officer while performing health physics services.
Vendor employees will be assigned personal dosimeters; occupational exposure to radioactive materials will be
monitored per the UCF ALARA Program.
All instrumentation, personnel monitoring, and consumables used in association with TASK 7 will be provided
by UCF.
Estimated monthly time allotted for these tasks is 3 days. These tasks may be assigned to parallel other TASK(s)
based upon location and scheduling. This work shall be conducted under the supervision of a Field Chemist with
the assistance of one (1) UCF EHS staff member when operations dictate a two person team.
TASK 8 – Spill Response
Provide assistance and support to EHS when responding to incidental, non-emergency spills. Possible spills
include automotive, laboratory, clinical, hydraulic fluid, paint, blood and other bodily fluids, etc. These incidental
spills can be handled in-house by UCF staff (laboratory or EHS) and do not require the support of additional
materials, equipment, manpower, or remediation. Response to spills resulting from an emergency are not included
within the scope of this ITN.
Under the guidance and supervision of UCF EHS biological safety staff, the vendor employees will provide
assistance with incidental spills within Biosafety Level Three (BSL3), Biosafety Level Two (BSL2), and blood
28
borne pathogen (BBP) related laboratories. A list of BSL3 facilities will be provided at the time of award.
TASK 9 – Laboratory Equipment and Facility Decontamination Service
Equipment and facility decontamination of chemical, biological, and radiological contaminates will be performed
in accordance with standard practices outlined in ANSI Z9.11-2008 and UCF Laboratory Decontamination
Procedures. This task does not included fumigation of Biological Containment Level 3 areas. The awarded
vendor will provide all materials and collect regulated waste for disposal according to TASK 1. This work shall
be conducted under the supervision of a Field Chemist with the assistance of one (1) UCF EHS staff member or
a Field Technician when operations dictate a two person team.
TASK 10 – Hazardous Material Shipping
Prepare shipment and transport materials between laboratories and campus locations in accordance with all
applicable Department of Transportation (DOT) rules and regulations. Unpacking services may be requested by
the individual laboratory. The awarded vendor will provide all materials for packaging items for transport. This
work shall be conducted under the supervision of a Field Chemist with the assistance of one (1) UCF EHS staff
member or a Field Technician.
3. DESCRIPTION OF WASTES AND RELATED NEEDS
The University produces a wide variety of chemical waste across campuses. Table B is a list of common waste
profiles that come from the University. This list is not an all-inclusive list, but represents the type of materials
vendors are expected to be able to package, transport and dispose for the University. The selected vendor is
expected to provide price structuring including all costs associated with these types of waste streams. In addition,
pricing for any other unique lab pack and specialty gas pricing (Table C) must be provided.
Identify any hazard classes or unique products that your company cannot package, transport and/or dispose.
29
Table B - Common Waste Profiles for the University of Central Florida
Table B - GENERAL HAZARDOUS WASTE DISPOSAL PRICE SHEET - REQUIRED
PRICING
Item
#
Waste Management Method/ Item
Description Unit Price
Excluded
Waste
Class
Codes
Final TSDF
Recycling/Reclamation
B1 Antifreeze, Glycol Based Gal
B2 Mercury Amalgam Kg
B3 Mercury, Elemental (2 lb. maximum of
Elemental Mercury per container) Kg
B4 Mercury, Inorganic Solid containing Kg
B5 Used Oil, On-specification, ≤ 550 gallons
(Chlorine <1,000 ppm, PCB < 50 ppm) Gal
B6 Oily Water Gal
B7 Used Oil Filters Kg
B8 Waste Paint, Latex, liquid Gal
B9 Waste Paint, Latex, liquid Kg
Energy Recovery
B10 Corrosive Liquids, D002 Gal
B11 Organic Solvent/Aqueous Mix Gal
B12 Organic Solvents, halogenated, no PCB Gal
B13 Organic Solvents, non-halogenated Gal
B14 Pharmaceuticals, Non-DEA Controlled Kg
B15 Used Oil, Off-specification, ≤ 550 gallons
(Chlorine >1,000 ppm, PCB <50 ppm) Gal
B16 Used Oil, On-specification, ≤ 550 gallons
(Chlorine <1,000 ppm, PCB <50 ppm) Gal
B17 Waste Paint and paint related materials,
liquid Gal
B18 Waste Paint and paint related materials,
solid Kg
Incineration
B19 Aerosol Spray Cans Kg
B20 Antifreeze, Glycol Based Gal
B21 Aqueous Solutions >90% inorganic, Gal
B22
Aqueous Solutions >90% inorganic, pH
0-14, may contain any/all TCLP metals
except mercury
Gal
B23 Corrosive Liquids, D002 Gal
B24 Cyanide/Sulfide Bearing Material, D003 Kg
30
B25 Non-RCRA Contaminated
Debris/Soils/Stock Materials /Solids Kg
B26
Non-RCRA Solids (consists of
contaminated paper, plastic, glass, lab
ware, etc.)
Cubic
Yard
Box
B27
Non-RCRA Solids (consists of
contaminated paper, plastic, glass, lab
ware, etc.)
Kg
B28 Non-RCRA Liquids Gal
B29 Non-DOT Regulated Solids Kg
B30 Non-DOT Regulated Liquids Gal
B31 Organic Solid RCRA Toxic Kg
B32 Inorganic Solid, Non-Mercury Kg
B33 Organic Solvent, halogenated, non-PCB,
<5000 BTU/LB Gal
B34 Organic Solvent, halogenated, acid or
base mixture, non-PCB, pH 2-12.5 Gal
B35
Organic Solvent, halogenated, acid or
base mixture, non-PCB, pH 0-2 or 12.5-
14
Gal
B36 PCB Contaminated Debris (soil, concrete,
debris etc.) Kg
B37 PCB Contaminated Debris (soil, concrete,
debris etc.),Non-TSCA, <50 ppm Kg
B38 Poison, Inhalation Hazard Kg
B39 Pyrophoric/ Air Reactive, D003 Kg
B40 Pyrophoric/ Water Reactive, D003 Kg
B41 Reactive, Cyanide, D003 Kg
B42 RCRA Contaminated Debris/Soils/Stock
Materials, D009 Kg
B43 Used Oil, Off-specification, ≤ 550 gallons
(Chlorine >1,000 ppm, PCB <50 ppm) Gal
B44 Used Oil, On-specification, ≤ 550 gallons
(Chlorine <1,000 ppm, PCB <50 ppm) Gal
B45 Florida Universal Waste Pharmaceuticals,
Non-DEA Controlled Kg
B46 Waste Flammable Paint and paint related
material, liquid
Cubic
Yard
Box
B47 Waste Flammable Paint and paint related
material, solid
Cubic
Yard
Box
B48 Waste Paint and paint related materials,
liquid Gal
B49 Waste Paint and paint related materials,
solid Kg
31
Item
#
Lab Packs / Loose Pack and
Commodity Packs Unit Price
Excluded
Waste
Class
Codes
Final TSDF
B50 Waste Management Method:
Incineration 5 gal
B51 10 gal
B52 15 gal
B53 20 gal
B54 30 gal
B55 55 gal
B56
Cubic
Yard
Box
B57 Waste Management Method: Landfill
(Subtitle C) 5 gal
B58 10 gal
B59 15 gal
B60 20 gal
B61 30 gal
B62 55 gal
B63
Cubic
Yard
Box
B64
Waste Management Method: Recycling
(include possibility of Latex Paints for
Recycle)
5 gal
B65 10 gal
B66 15 gal
B67 20 gal
B68 30 gal
B69 55 gal
B70
Cubic
Yard
Box
B71 Waste Management Method: Treatment 5 gal
B72 10 gal
B73 15 gal
B74 20 gal
B75 30 gal
B76 55 gal
B77 Cubic
Yard
32
Box
B78 Waste Management Method: Reactive
Materials 5 gal
B79 10 gal
B80 15 gal
B81 20 gal
B82 30 gal
B83 55 gal
33
Table C – General Hazardous Waste Disposal – Gas Cylinders
TABLE C - GENERAL HAZARDOUS WASTE DISPOSAL SERVICE PRICE SHEET -
REQUIRED PRICING
GAS CYLINDERS DISPOSAL PRICE SHEET
Item # Material and Hazard Class Definitions
C1
Highly toxic liquid/gases. Phosgene, phosphine, arsine, nitric oxide, nitrogen
dioxide, chlorine, fluorine, carbonyl fluoride, boron trifluoride, hydrogen cyanide,
hydrogen selenide, nickel carbonyl, ozone.
C2
Non-flammable, non-corrosive, low toxicity gases. Krypton, neon, xenon, carbon
dioxide, nitrous oxide, oxygen, deuterium, ethylene, fluorocarbons, sulfur
hexafluoride.
C3 Flammable, non-corrosive, low toxicity gases. Acetylene, butane, cyclopropane,
ethane, ethylene, hydrogen, isobutane, methane, propane, propylene.
C4
Flammable, toxic, corrosive gases. Carbon monoxide, carbonyl sulfide, ethylene
oxide, fluorine, hydrogen sulfide, methyl bromide, methyl chloride, methyl
mercaptan, vinyl chloride.
C5
Acid and alkaline gases. Ammonia, hydrogen bromide, hydrogen chloride,
hydrogen fluoride, boron trichloride, dimethylamine, nitrosyl chloride,
trimethylamine, ethylamine, methylamine, sulfur dioxide.
C6 Spontaneously flammable gases. Silane, dichlorosilane, trichlorosilane,
sodium/potassium alloy.
C7 Poison Zone A
C8 Poison Zone B
C9 Poison Zone C
C10 Poison Zone D
C11 Refrigerant Corrosive
Material Waste Management
Method
Lecture a
Disposal
Small b
Disposal
Medium c
Disposal
Large d
Disposal
Costs Per Unit Costs Per
Unit
Costs Per
Unit
Costs
Per
Unit
C1 Incineration
C2 Incineration
C3 Incineration
C4 Incineration
C5 Incineration
C6 Incineration
34
C7 Incineration
C8 Incineration
C9 Incineration
C10 Incineration
C11 Incineration
Description Waste Management Method
& Final RTSDF Unit Price
C12 2 Propane Cylinder, < 20
lbs.
C13 2 Propane Cylinder, 20 lbs.
C14 Propane Cylinder, ≥ 20
lbs.
C15 3 Bidder to list Gas Products that cannot be managed (see Note 3 below):
Notes for Table C:
Note 1 – Definition of SIZES:
a. Lecture, Up to 3 inches diameter x 13 inches length or up to 4 inches diameter x 10 inches length
b. Small, Up to 4 inches diameter x 24 inches length (base to cylinder neck)
c. Medium, Up to 12 inches diameter x 36 inches length
d. Large, Up to 16 inches diameter x 56 inches length
Note 2: Propane Cylinder sizes (item C12 and C13), example typical BBQ and camping type cylinders.
Note 3: Materials for which there is no capacity in the United States for destruction or disposal maybe
excluded by the Contractor, but must be noted on above line C15 of the Price Sheet.
Note 4: Zone A, B, C and D as defined by US DOT, 49 CFR 172.101.
Pricing Notes:
1. Above Unit Price includes transportation and disposal.
2. Pricing assumes cylinders are DOT shippable and have operating valves.
3. Cylinders must have manufacturing label or proper supporting documentation.
4. Price assumes: Fluorine ≤ 5%; hydrogen cyanide mixtures not hydrogen cyanide anhydrous.
5. Phosgene certified non-leaking per 49 CFR 173.192 (c)(3).
35
Table D – General Hazardous Waste Disposal – Supplies
Table D - GENERAL HAZARDOUS WASTE DISPOSAL SERVICE PRICE
SHEET
D SUPPLIES PRICE SHEET
Item Supplies and Materials Unit Size Price Price
UN Specification Drums
For For
Group Y-
Rating
Group X-
Rating
D1 Steel, New, Open Head EA 55 gal
D2 Steel, New, Open Head EA 30 gal
D3 Steel, New, Open Head EA 10 gal
D4 Steel, New, Open Head EA 5 gal
D5 Steel, New, Tight Head EA 55 gal
D6 Steel, New, Tight Head EA 30 gal
D7 Steel, Reconditioned,
Open Head EA 55 gal
D8 Steel, Reconditioned,
Open Head EA 30 gal
D9 Poly, New, Open Head EA 55 gal
D10 Poly, New, Open Head EA 30 gal
D11 Poly, New, Open Head,
Screw Top EA 5 gal
D12 Poly, New, Tight Head EA 55 gal
D13 Poly, New, Tight Head EA 30 gal
D14 Poly, New, Tight Head EA 5 gal
D15 Poly, Reconditioned,
Open Head EA 55 gal
D16 Poly, Reconditioned,
Open Head EA 30 gal
D17 Poly, Reconditioned,
Tight Head EA 55 gal
D18 Fiber, New, Open Head EA 55 gal
D19 Fiber, New, Open Head EA 30 gal
D20 Fiber, New, Open Head EA 20 gal
D21 Fiber, New, Open Head EA 15 gal
D22 Fiber, New, Open Head EA 10 gal
D23 Fiber, New, Open Head EA 5 gal
D24 Overpack, Steel, New EA 85 gal
D25 Overpack, Steel,
Reconditioned EA 85 gal
36
D26 Overpack, Poly, New EA 85 gal
D27 Overpack, Poly,
Reconditioned EA 85 gal
D28 Cubic Yard Box (Box
w/pallet) EA 1 cu yd
D29 DOT exempt package
(DOT-E9168) EA 1 box
D30 Fiber Tube, 4' Lamps EA list
size*
Absorbents
D31 Vermiculite coarse
ground 1 Bag 4 cu.ft.
D32 Vermiculite medium
ground 1 Bag 4 cu.ft.
D33 Clay (Bidder to specify
size of bag) 1 Bag 40#
Note: * denotes in addition to price, the size of the container must be supplied
37
Table E – Service Items
Table E: GENERAL HAZARDOUS WASTE DISPOSAL SERVICE
PRICE SHEET
E SERVICE ITEMS PRICE SHEET
Item Miscellaneous Costs Unit Price
Labor Charges:
E1 Chemist $/HR
E2 Technician $/HR
E3 Chemist $/Day
E4 Technician $/Day
Surcharges for:
E5 Demurrage/layover charge (quarter hour
charge) QHR
Waste Sampling and Analysis/Testing
Service:
E6 Corrosivity (pH): EPA Methods 9040 /
9045 EA
E7 Cyanides, totals: EPA Method 9010 EA
E8 HAZCAT: (≤ 5 gallons) EA
E9
Identification of Contents sufficient for
DOT Shipping of an Unknown Drum (>5
gallons)
EA
E10 Ignitability (Flash): EPA Methods 1010
/ 1020 EA
PPE:
E11 Level B EA
E12 Level C EA
Acid Neutralization Tank Service
E13 Vacuum Truck with Operator hour/day
E14 Field Technician hour/day
E15 Vacuum Tank Washout per use
E16 Sampling per use
Oil/Water Separator Service
E17 Vacuum Truck with Operator hour/day
E18 Field Technician hour/day
E19 Vacuum Tank Washout per use
E20 Sampling per use
Used Oil Pump Out
38
E21 Vacuum Truck with Operator hour/day
E22 Field Technician hour/day
E23 Vacuum Tank Washout per use
E24 Oil - below threshold for payment Amount
E25 Oil - above threshold for payment Amount
39
Table F – Additional Requested Pricing
Table F contains a list of materials that UCF is interested in receiving pricing on for informational purposes
only; this pricing will not be used as part of the evaluation for ITN 1439CSA. The response shall include
minimum quantity for disposal or minimum pricing.
UCF will have the option of using this pricing with the awarded vendor if UCF chooses to use the awarded
vendor to dispose of the items listed in Table F.
Table F - ADDITIONAL REQUESTED PRICING
Item # Waste Management Method/ Item Description Unit Price
Excluded
Waste
Class
Codes
Final
TSDF
Recycling/Reclamation
F1 Batteries (Carbon-zinc) Kg
F2 Batteries (lead/acid) (Sealed) Kg
F3 Batteries (lead/acid) (Automotive) Kg
F4 Batteries (Mercury) Kg
F5 Batteries (Ni/Cad) Kg
F6 Batteries (Nickel Metal Hydride) Kg
F7 Batteries (Silver Oxide) Kg
F8 Batteries (Lithium) Kg
F9 Batteries (Lithium Ion) Kg
F10 Broken Lamps kg
F11 Circular/U-tube lamps Kg
F12 Compact Lamps Kg
F13 Electronics Ballast with NiCad Battery Kg
F14 Fluorescent Lamps 4' and under Kg
F15 Fluorescent Lamps 5' and over Kg
F16 HID Lamps/Mercury Vapor Kg
F17 Lead Shielding Kg
F18 Low Pressure and High Pressure Sodium Lamps Kg
F19 Miscellaneous small sized capacitors Kg
F20 Miscellaneous Lamps Kg
F21 Non PCB Lamp Ballasts Kg
F22 Transformer, Oil Filled, PCB <50 ppm (non-
leaking) Kg
F23 Transformer, Oil Filled, PCB ≥ 50 ppm (non-
leaking) Kg
F24 TSCA Exempt PCB Lamp Ballasts Kg
Incineration
F25 Anti-Neoplastigens (chemotherapy materials) Kg
F26 Organic Solvent, Mercury < 260 ppm Gal
40
F27 Organic Solvent, Mercury >260 ppm Gal
Treatment
F28 Aqueous Solutions Mercury ≥260 ppm Gal
F29 Contaminated Debris/Soils, Mercury > 260 ppm Kg
F30 Inorganic Solid, Mercury, D009 Kg
F31 Oil, PCB ≥ 50 ppm Gal
Long Term Storage within United States only
F32 Dioxin Bearing/Forming Materials 5 gal
41
APPENDIX I
EVALUATION SCORING SHEET
NAME OF RESPONDENT COMPANY: __________________________________________
INSTRUCTIONS TO EVALUATION COMMITTEE MEMBER:
1. Evaluate each offer on a separate form.
2. Work independently and do not discuss the Offers or your evaluation with anyone.
3. When the forms are completed, sign, date and deliver them in a sealed envelope to the Purchasing
Representative named in section 2.1.
Evaluation Factors Max Points Points
Awarded A. EXPERIENCE AND QUALIFICATIONS OF PROPOSER 15 B. PROJECT STAFF QUALIFICATIONS/EXPERIENCE 15 C. OVERALL RESPONSIVENESS OF PROPOSAL TO SATISFY SCOPE/ PROJECT
APPROACH 30
D. OVERALL PRICING 30 E. CONFORMANCE TO ITN’S PREFERRED CONDITIONS AND
REQUIREMENTS (FAILURE TO CONFORM TO ITN’S MANDATORY
CONDITIONS AND REQUIREMENTS MAY RESULT IN REJECTION OF
PROPOSAL) Section 2.0
10
Total Points: 100
Comments, if any:
EVALUATOR’S NAME: ______________________________________________
EVALUATOR’S SIGNATURE: ________________________________________
DATE: ______________________________________________________________
APPENDIX II
SUPPLEMENTAL OFFER SHEET
TERMS AND CONDITIONS
The sections set forth below are to each be initialed, as YES for "understood and agreed upon" or NO for "not
agreed to." Failure to complete and return this document with your offer could result in rejection of your offer,
at UCF’s sole discretion. Respondents shall not check sections as "understood and agreed upon" with the
intent to negotiate a change to those sections/terms and conditions after tentative award of a contract resulting
from this ITN. Respondents disagreeing with any term or condition of this ITN are to act to resolve the
difference prior to the deadline for inquires, as noted in this ITN. A Respondent’s disagreement with any non-
negotiable section of this ITN shall be automatically rejected. Failure of the university and the tentative
awardee to come to an agreement with respect to terms and conditions within a time frame UCF determines
to be reasonable constitutes grounds for rejection of that offer and the University shall have the right, at its
sole discretion, to award the contract to the next favorable respondent.
SECTION YES NO RESPONDENT INITIALS
2.1 **Non-negotiable** _____ _____ _______
2.2 **Non-negotiable** _____ _____ _______
2.3 **Non-negotiable** _____ _____ _______
2.4 _____ _____ _______
2.5 _____ _____ _______
2.6 **Non-negotiable** _____ _____ _______
2.7 Section Not Used
2.8 **Non-negotiable** _____ _____ _______
2.9 _____ _____ _______
2.10 _____ _____ _______
2.11 **Non-negotiable** _____ _____ _______
2.12 _____ _____ _______
2.13**Non-negotiable** _____ _____ _______
2.14**Non-negotiable** _____ _____ _______
2.15 _____ _____ _______
SECTION YES NO RESPONDENT INITIALS
2.16 _____ _____ _______
2.17 _____ _____ _______
2.18 **Non-negotiable** _____ _____ _______
2.19 _____ _____ _______
2.20 **Non-negotiable** _____ _____ _______
2.21 _____ _____ _______
2.22 _____ _____ _______
2.23 _____ _____ _______
2.24 _____ _____ _______
2.25 _____ _____ _______
2.26 _____ _____ _______
2.27**Non-negotiable** _____ _____ _______
2.28 **Non-negotiable** _____ _____ _______
2.29 _____ _____ _______
2.30**Non-negotiable** _____ _____ _______
2.31**Non-negotiable** _____ _____ _______
2.32 _____ _____ _______
2.33 _____ _____ _______
2.34 _____ _____ _______
2.35**Non-negotiable** _____ _____ _______
2.36 _____ _____ _______
2.37 _____ _____ _______
2.38 _____ _____ _______
SECTION YES NO RESPONDENT INITIALS
2.39**Non-negotiable** _____ _____ _______
2.40 _____ _____ _______
2.41 _____ _____ _______
2.42**Non-negotiable** _____ _____ _______
2.43 _____ _____ _______
2.44 _____ _____ _______
2.45 _____ _____ _______
2.46 _____ _____ _______
2.47 _____ _____ _______
2.48 _____ _____ _______
2.49 **Non-negotiable** _____ _____ _______
2.50 _____ _____ _______
2.51 _____ _____ _______
2.52 **Non-negotiable** _____ _____ _______
3.0 _____ _____ _______
4.0 _____ _____ _______
RESPONDENT COMPANY NAME: ____________________________________
AUTHORIZED SIGNATURE: ______________________________________
TITLE: __________________________________________________________
DATE: __________________________________________________________
APPENDIX III
CERTIFICATE OF NON-SEGREGATED FACILITIES
We,______________________________________________________________________ certify to the
University of Central Florida that we do not and will not maintain or provide for our employees any segregated
facilities at any of our establishments, and that we do not and will not permit our employees to perform their
services, under our control, where segregated facilities are maintained. We understand and agree that a breach of
this certification is a violation of the Equal Opportunity clause required by Executive order 11246, amended.
As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, rest rooms and
wash room, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas,
parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided
for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color
or national origin, because of habit, local custom or otherwise.
We, further, agree that (except where we have obtained identical certifications from offered subcontractors for
specific time periods) we will obtain identical certifications from offered subcontractors prior to the award of
subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity Clause; that
we will retain such certification in our files; and that we will forward the following notice to such offered
subcontractors (except where the offered subcontractors have submitted certifications for specific time periods):
NOTE TO PROSPECTIVE SUBCONTRACTORS OR REQUIREMENTS FOR CERTIFICATIONS OF NON-
SEGREGATED FACILITIES. A Certificate of Non-segregated Facilities, as required by the 9 May 1967 order
on Elimination of Segregated Facilities, by the Secretary of Labor (32 Fed. Reg. 7439, 19 May 1967), must be
submitted prior to the award of a sub-contract exceeding $10,000 which is not exempt from the provisions of the
Equal Opportunity clause. The certification may be submitted either for each sub-contract or for all subcontracts
during a period (i.e. quarterly, semiannually, or annually).
The Contractor and subcontractors shall abide by the requirements of 41 CFR, Section 60-1.4(a), 60-
300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on
their status as protected veterans or individuals with disabilities, and prohibit discrimination against all
individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require
that covered prime contractors and subcontractors take affirmative action to employ and advance in
employment individuals without regard to race, color, religion, sex, national origin, protected veteran
status or disability.
NOTE: Whoever knowingly and willfully makes any false, fictitious, or fraudulent representation may be
liable to criminal prosecution under 18 U.S.C. 1001.
APPENDIX III
CERTIFICATE OF NON-SEGREGATED FACILITIES
SUBPART - CONTRACTOR'S AGREEMENTS
SEC. 202. Except in contracts exempted in accordance with Section 204 of this Order, all Government
contracting agencies shall include in every Government contract hereafter entered into the following provisions:
During the performance of this contract, the contractor agrees as follows:
(1) The contractor will not discriminate against any employee or applicant for employment because of race, color,
religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are
employed, and that employees are treated during employment, without regard to their race, color, religion,
sex, or national origin. Such action shall include, but not be limited to the following: employment, upgrading
demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms
of compensation; and selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices to be provided by the
contracting officer setting forth the provisions of this nondiscrimination clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, state that all qualified applicants will receive consideration for employment without regard to race,
color, religion, sex or national origin.
(3) The contractor will send to each labor union or representative of workers with which the contractor has a
collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency
contracting officer, advising the labor union or worker's representative of the contractor's commitments under
Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of notice in
conspicuous places available to employees and applicants for employment.
(4) The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 and of
the rules, regulations, and relevant orders of the Secretary of Labor.
(5) The contractor will furnish all information and reports required by Executive Order No. 11246 of September
24, 1965, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will
permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for
purposes of investigation to ascertain compliance with such rules, regulations and orders.
(6) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any
of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in
part and the contractor may be declared ineligible for further Government contracts in accordance with
procedures authorized in Executive Order No. 11246 of September 24, 1965, and such other sanctions may
be imposed and remedies invoiced as provided in Executive Order No. 11246 of September 24, 1965, or by
rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(7) The contractor will include the provision of Paragraphs (1) through (7) in every subcontract or purchase order
unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of
Executive Order No. 11246 of September 24, 1965, so that such provisions will be binding upon each
subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase
orders the contracting agency may direct as a means of enforcing such provisions including sanctions for
noncompliance. Provided, however, that in the event the contractor becomes involved in, or is threatened
with, litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the
contractor may request the United States to enter into such litigation to protect the interest of the United States.
SEC. 402 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era:
(1) The contractor agrees to comply with the affirmative action clause and regulation published by the US
Department of Labor implementing Section 402 of the Vietnam Era Veteran's Readjustment Assistance
Act of 1974, as amended, and Executive Order 11701, which are incorporated in this certificate by
reference.
RESPONDENT COMPANY NAME: ____________________________________
AUTHORIZED SIGNATURE: ______________________________________
TITLE: __________________________________________________________
DATE: __________________________________________________________
APPENDIX IV
COMPLIANCE AND
CERTIFICATION OF GOOD STANDINGS
The parties shall at all times comply with all applicable ordinances, laws, rules and regulations of local,
state and federal governments, or any political subdivision or agency, or authority or commission thereof,
which may have jurisdiction to pass laws, ordinances, or make and enforce rules and regulations with
respect to the parties.
Vendors shall certify below that they are in good standings to conduct business in the State of Florida.
The awardee of any contract resulting from this solicitation shall forward a certification of good
standing. The certifications must be submitted to the UCF Purchasing Department prior to
providing any goods or services required under the resulting contract. Noncompliance with this
provision may constitute rejection of proposal or termination of a contract at UCF’s sole discretion.
CERTIFICATION
I certify that the company submitting an offer under this solicitation in is compliance with all applicable
laws to conduct business in the State of Florida, is in good standings and will provide a certificate of good
standings from the State of residence prior to initiating any performance under any contract resulting from
this solicitation.
Company: ___________________________________________________________
Authorized Representative’s Name: _______________________________________
Authorized Representative’s Signature: ____________________________________
Date: __________________________
APPENDIX V
Secure Handling of UCF Data
Secure protection and handling of data by vendors and third parties
1. Network Security. Vendor agrees at all times to maintain network security that – at a minimum – includes:
network firewall provisioning, intrusion detection, and regular third party penetration testing. Likewise
Vendor agrees to maintain network security that conforms to one of the following:
a. Those standards that UCF applies to its own network, as found at
http://www.cst.ucf.edu/about/information-security-office/iso-policies-standards/
b. Current standards set forth and maintained by the National Institute of Standards and
Technology, including those at:
http://web.nvd.nist.gov/view/ncp/repository
c. Any generally recognized comparable standard (e.g., ISO/IEC 27001, etc.) that Vendor then applies to
its own network.
2. Data Security. Vendor agrees to protect and maintain the security of UCF data based on the latest industry
security standards and best practices. These security measures include, but are not limited to, maintaining
secure segmented networks, maintaining systems that are up-to-date, and environments free of malware.
3. Data Transmission. Vendor agrees that any and all transmission or exchange of system application data with
UCF and/or any other parties expressly designated by UCF – solely in accordance with Section 6 below –
shall take place via secure means, e.g. HTTPS or FTPS with 128 bit key AES encryption or better.
4. Data Storage. Vendor agrees that any and all UCF data will be stored, processed, and maintained solely on
designated target servers and that no UCF data at any time will be processed on or transferred to any
portable or laptop computing device or any portable storage medium, unless that storage medium is in use
as part of the Vendor's designated backup and recovery processes.
5. Data Encryption. Vendor agrees to store all UCF backup data as part of the its designated backup and
recovery processes in encrypted form using 128 bit key AES encryption or better.
6. Data Re-Use. Vendor agrees that any and all data exchanged shall be used expressly and solely for the
purposes enumerated in the Current Agreement. Data shall not be distributed, repurposed or shared
across other applications, environments, or business units of Vendor.
Vendor further agrees that no UCF data of any kind shall be transmitted, exchanged or otherwise passed to
other vendors or interested parties except on a case-by-case basis as specifically agreed to in writing by an
agent of UCF.
7. End of Agreement Data Handling. Vendor agrees that upon termination of this Agreement it shall erase,
destroy, and render unreadable all UCF data according to the standards enumerated in DOD 5220.22 or
NIST 800-88 and certify in writing that these actions have been completed at a mutually predetermined
date.
8. Data Breach. Vendor agrees to comply with all applicable laws that require the notification of individuals in
the event of unauthorized release of personally-identifiable information or other event requiring notification.
In the event of a breach of any of Vendor’s security obligations or other event requiring notification under
applicable law (“Notification Event”), Vendor agrees to assume responsibility for informing all such
individuals in accordance with applicable law and to indemnify, hold harmless and defend UCF and its
trustees, officers, and employees from and against any claims, damages, or other harm related to such
Notification Event.
Related Documents:
• Third-Party Outsourcing (Cloud Computing) of University Data
• UCF Third Party Assurance Questionnaire
• 4-008 Data Classification and Protection
9. FERPA
If Vendor is provided access to any student personally identifiable information (as defined under FERPA),
Vendor acknowledges that it will comply with the privacy regulations outlined in the Family Educational
Rights and Privacy Act (“FERPA”), for the handling of such information, to the extent such regulations apply
to Vendor. Vendor will not disclose or use any student information except to the extent necessary to carry
out its obligations under its agreement with UCF and as permitted by FERPA.
APPENDIX VI
Sample Manifest
APPENDIX VII
UCF Medical Clearance Form
A copy of the form is included on the next page. A fillable PDF is available on the web:
http://www.ehs.ucf.edu/biosafety/UCFMedicalClearance-form.pdf
University of Central Florida Medical Clearance Form
Medical Clearance Form
Employee/student/volunteer must fill out the contact information below.
Name: UCFID: Phone No.:
Email: Date: Department:
Supervisor/PI: Employee Student Volunteer
For Physician Use Only
A. Respirator Clearance
The University of Central Florida employee/student/volunteer, was examined according to the
requirements from the Occupational Safety and Health Administration (OSHA) 29 CFR 1910.134 Respiratory Protection
Standard.
The result of the evaluation showed that the employee/student/volunteer
1) is capable of using a respirator.
2) is not capable of using a respirator.
B. Animal Exposure Clearance
The University of Central Florida employee/student/volunteer, was evaluated using the
“Animal Exposure Medical Questionnaire.”
The result of the evaluation showed that the employee/student/volunteer has
1) No restrictions on animal exposure. » Required: Applicable Species:
2) _ Specific restrictions on animal exposure.
3) Clearance pending physical exam.
4) Not cleared.
Restrictions:
C. TB Surveillance Program
The University of Central Florida employee/student/volunteer,
1) is cleared to enter the BSL3 laboratory.
2) requires further medical evaluation.
Print Physician’s Name and License # Date
Signature
Medical Surveillance Form – Rev. 4/15 Form #